RFP25_0009.pdf

RFP No. 25-0009 Consulting Services for Recycling Facility Page 1 of 39

FINANCE DEPARTMENT

PURCHASING DIVISION 1111 FIRST AVENUE – 1ST FLOOR, COLUMBUS, GEORGIA 31901

P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340

706-225-4087 www.columbusga.gov

Date: August 20, 2024

REQUEST FOR

PROPOSALS:

RFP No. 25-0009

Qualified vendors are invited to submit sealed proposals, subject to conditions and instructions as specified, for the furnishing of:

CONSULTING SERVICES FOR RECYCLING

FACILITY

GENERAL SCOPE

The Consolidated Government of Columbus, Georgia (the City) invites qualified and interested individuals or firms to provide consulting services to perform a needs assessment/recommendation. The consultant will assist with the purchasing of equipment, technology and the writing of specifications for these and other management services pertaining to the efficient operations of the City’s

Recycling Facility, To include the processing, sales, marketing of the single stream recycling materials.

SITE VISIT/

WALK-THRU

A Mandatory Site Visit/Walk-Thru is scheduled for 2:00 PM on Wednesday, September 4, 2024 at the Recycling Center, which is located at 8001 Pine Grove

Way in Columbus, GA.

DUE DATE SEPTEMBER 20, 2024 – 5:00 PM (EASTERN)

SUBMISSION

REQUIREMENTS

See Appendix A for information and instructions on how to register and submit a proposal through DemandStar.

ADDENDA

The Purchasing Division will post addenda (if any) for this project at https://www.columbusga.gov/finance-2/bid-opportunities. Vendors are responsible for periodically checking the webpage for addenda, before the due date and prior to submitting a response.

NO SUBMITTAL If you are not interested in this solicitation, please complete and return page 3.

Andrea J. McCorvey, Purchasing Division Manager

COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government http://www.columbusga.gov/ https://www.columbusga.gov/finance-2/bid-opportunities

RFP No. 25-0009 Consulting Services for Recycling Facility Page 2 of 39

IMPORTANT INFORMATION

e-Notification

The City uses the Georgia Procurement Registry e-notification system. You must register with the Team Georgia Market Place to receive future procurement notifications at https://doas.ga.gov/state-purchasing/getting-started-supplier.

If you have any questions or encounter any problems while registering, please contact the Team Georgia Marketplace

Procurement Helpdesk:

Telephone: 404-657-6000

Fax: 404-657-8444

Email: procurementhelp@doas.ga.gov https://doas.ga.gov/state-purchasing/getting-started-supplier mailto:procurementhelp@doas.ga.gov

RFP No. 25-0009 Consulting Services for Recycling Facility Page 3 of 39

STATEMENT OF "NO PROPOSAL SUBMISSION"

Notify the Purchasing Division if you do not intend to submit a Proposal:

Email BidOpportunities@ColumbusGA.org or return this form, via mail, to:

Attn: Heather Biddle, Buyer

Columbus Consolidated Government

Purchasing Division

P. O. Box 1340

Columbus, Georgia 31902-1340

We, the undersigned decline to submit a proposal for RFP No. 25-0009 for Consulting Services for

Recycling Facility for the following reason(s):

Specifications are too “tight”, i.e., geared towards one brand or manufacturer (explain below)

There is insufficient time to respond.

We do not offer this product and/or service.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are unclear (explain below).

We are unable to meet insurance requirements.

Other (specify below)

Comments

COMPANY NAME:

AGENT: ___

DATE:

EMAIL: ____ _________

mailto:BidOpportunities@ColumbusGA.org?subject=CRM/311%20System

RFP No. 25-0009 Consulting Services for Recycling Facility Page 4 of 39

PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS

OUTLINED BELOW IN SECTIONS 3-110 OF THE PROCUREMENT ORDINANCE. ALL

PROPOSALS WILL BE KEPT CONFIDENTIAL.

3-110 Competitive Sealed Proposals (Negotiations)

(1) Conditions for Use

When the Purchasing Manager determines that the use of competitive sealed bidding for any procurement is either not practicable or not advantageous to the City, a contract may be entered into using the competitive sealed proposals (negotiation) method. In addition, the competitive sealed proposal process shall be used for the procurement of professional services, specialized equipment or supplies.

The competitive sealed proposal process may be used for procurements with an estimated total cost less than $25,000.00, if deemed to be in the best interest of the City. If the total cost can be determined, the authority to approve such solicitations will be as prescribed by article 3-104, Purchasing Limits. If, due to the required services, a total cost cannot be determined then the award recommendation will be approved by Council.

A. Request for Proposals

Proposals shall be solicited through Request for Proposals. The Purchasing Division shall establish the specifications with the using agency and set the date and time to receive proposals. The request for proposal shall include a clear and accurate description of the technical requirements for the service or item to be procured.

B. Public Notice

The public will be given adequate notice of the Request for Proposals, provided that, adequate notice shall mean at least fifteen (15) business days before the due date, which is stated in the Request. The

City reserves the right to seek Request for Proposals in a shorter period, if necessary, as determined by the Purchasing Manager.

Notice shall be published in a reasonable time before due date, contain a description of the procurement in general terms, as well as, the place and due date for proposals, and appear in a newspaper(s) of general circulation, specifically the City’s legal organ. In addition to publication in newspapers, notice shall also be made by electronic means, including posting on the Internet and on the City’s government access television channel.

Public Works construction projects shall be advertised in accordance with Georgia State Law.

The City reserves the right to mail or e-mail invitations directly to vendors under the following circumstances:

-Solicitations for Specialized Equipment/Supplies

-Solicitations for Specialized Services

-Re-bid of Solicitations where normal advertising procedures netted no responses.

-Whenever deemed necessary by the Purchasing Manager.

C. Receipt of Proposals

Proposals must be received by the deadline date established. No public opening will be held. No proposals shall be handled to permit disclosure of the identity of any offeror or the contents of any proposal to competing offerors during the process of discussion. A register of proposals shall be https://library.municode.com/ga/columbus/codes/code_of_ordinances?nodeId=PTICH_ARTIIILEBR_CH1THCO_S3-104POCO

RFP No. 25-0009 Consulting Services for Recycling Facility Page 5 of 39 prepared as part of the contract file, and shall contain the name of each offeror, the number of modifications received (if any), and a description sufficient to identify the item offered. The register of proposals shall be open for public inspection only after contract award.

D. Evaluation Factors

The Request for Proposals shall identify the relative importance of cost (when applicable) and other evaluation criteria.

E. Evaluation Process

An odd number of voting members of a Selection or Evaluation Committee shall evaluate all proposals received based upon the criteria stated in the Request for Proposals. Each voting Committee member shall grade each submitted proposal based upon the evaluation criteria.

F. Discussion with Responsible Offerors and Revisions to Proposals

As provided in the Request for Proposals, discussions (negotiations) may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award, to assure full understanding of and conformance to the solicitation requirements. All qualified, responsible offerors shall be given fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of the identity of competing offerors or any information derived from proposals submitted by competing offerors. If only one proposal response is received, then the award recommendation shall be to the single offeror, if the offeror meets all requirements.

G. Award

After negotiations, the award recommendation must be presented to Columbus City Council for final approval. Award will be made to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration total cost (if determined) and all other evaluation factors set forth in the Request for Proposals.

After Council approval, a contract based on the negotiations (if negotiations were necessary) will be drawn and signed by all necessary parties. If Council does not approve the award, it may direct that further negotiations may take place with the recommended offeror, or that negotiations begin with the next most qualified offeror. Council may also exercise the option to reject all offers and instruct the Purchasing Manager to begin the procurement process again. The contract file shall contain the basis on which the award is made.

After contract award, the contract file, will be made public. Unsuccessful offerors will be afforded the opportunity to make an appointment with the Purchasing Division for a debriefing. After the award, the contract file and the unsuccessful proposals will become subject to disclosure under the

Georgia Open Records Act.

RFP No. 25-0009 Consulting Services for Recycling Facility Page 6 of 39

MANDATORY SITE VIST / WALK-THRU

ATTENDANCE CONFIRMATION FORM

Date:

To: Heather Biddle, Buyer Email: BidOpportunities@ColumbusGA.org

Re: Consulting Services for Recycling Facility – RFP No. 25-0009

A Mandatory Site Visit / walk-thru is scheduled for 2:00 PM (Eastern) on Wednesday, September 4, 2024. Contractors shall convene and sign in at the Recycling Center, which is located at 8001 Pine Grove Way in Columbus, GA.

The purpose of the site visit is to allow contractors to view and measure the work area. The City will not be bound by any oral representations, clarifications or changes made at the site visit. If you have questions or requests for clarification resulting from the site visit, submit said inquires in the manner prescribed on pages 10 and 11 of these specifications.

Contractors shall sign an attendance sheet at the Mandatory Site Visit. Only contractors who sign the attendance sheet will receive future addenda and will be allowed to submit a bid for this project. The Purchasing Division will deem non-responsive any and all bids received from contractors who were not represented at the site visits.

Complete and return this form to confirm attendance:

Company Name # of Attendees

Contact Person Email Address

Mailing Address City State Zip

Telephone Number Fax Number mailto:BidOpportunities@ColumbusGA.org

RFP No. 25-0009 Consulting Services for Recycling Facility Page 7 of 39

DO YOU HAVE QUESTIONS, CONCERNS OR NEED

CLARIFICATION ABOUT THIS SOLICITATION?

COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY

ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO

THE PURCHASING DIVISION.

ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION SHALL

BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR

TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION REGARDING

BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR CALLS THE

PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL BE

INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING.

ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE

THROUGH THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT CITY

EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES, EVALUATION

COMMITTEE MEMBERS OR ELECTED OFFICIALS WITH QUESTIONS OR ANY

OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS, CLARIFICATIONS,

OR CONCERNS SHALL BE SUBMITTED TO THE PURCHASING DIVISION IN

WRITING. IF IT IS NECESSARY THAT A TECHNICAL QUESTION NEEDS

ADDRESSING, THE PURCHASING DIVISION WILL FORWARD SUCH TO THE

USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE.

THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE

RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART OF

THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL BIDDERS.

THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS, CLARIFICATIONS,

OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY CITY EMPLOYEES,

UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED TO THE BIDDERS IN A

WRITTEN ADDENDUM FROM THE PURCHASING MANAGER.

BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED

“QUESTION/CLARIFICATION FORM” TO FAX OR EMAIL QUESTION.

ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING

AWARD MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING

DIVISION.

RFP No. 25-0009 Consulting Services for Recycling Facility Page 8 of 39

QUESTION/CLARIFICATION FORM

Date:

To: Heather Biddle, Buyer

Email BidOpportunities@ColumbusGA.org

Re: Consulting Services for Recycling Facility – RFP No. 25-0009

Questions and requests for clarification must be submitted at least five (5) business days before the due date:

From:

Company Name Website

Representative Email Address

Complete Address City State Zip

Telephone Number Fax Number mailto:BidOpportunities@ColumbusGA.org

RFP No. 25-0009 Consulting Services for Recycling Facility Page 9 of 39

COLUMBUS CONSOLIDATED GOVERNMENT

GENERAL PROVISIONS FOR REQUEST FOR PROPOSALS

CONSULTING SERVICES FOR RECYCLING FACILITY

The Consolidated Government of Columbus, Georgia (the City) invites qualified offerors to submit proposals to provide invites qualified and interested individuals or firms to provide consulting services to perform a needs assessment/recommendation, and assist with the purchasing of equipment, technology and the writing of specifications for these and other management services pertaining to the efficient operations of the City’s

Recycling Facility.

A. PROPOSAL SUBMITTAL DATE:

SEALED PROPOSALS ARE DUE: SEPTEMBER 20, 2024, NO LATER THAN 5:00 PM (Eastern).

Submit one electronic response via DemandStar .

The City shall not be held liable for any expenses incurred by the respondent in preparing and submitting the proposal and/or attendance at any interviews, final contract negotiations or applicable site visits. The City reserves the right to award this project or to reject any and all proposals; whichever is in the best interest of the City.

B. RECEIPT OF PROPOSALS:

Unless otherwise stated in the technical specifications of the RFP, the City will accept one, and only one, proposal per Offeror. In the event a team of firms is entering into a joint venture to respond to the RFP, one firm shall be named the prime contractor and the proposal shall be submitted in the name of the prime contractor. All correspondence concerning the RFP will be between the City and prime contractor.

C. SUBCONTRACTING:

Should the offeror intend to subcontract all or any part of the work specified, names and address of subcontractors must be provided in proposal response. The offeror shall be responsible for subcontractors’ full compliance with the requirements of the RFP specifications. If awarded the contract, payments will only be made to the offerors submitting the proposal. The Columbus Consolidated Government will not be responsible for payments to subcontractors.

IF AWARDED THE CONTRACT, PAYMENTS WILL ONLY BE MADE TO THE OFFERORS

SUBMITTING THE PROPOSAL. THE COLUMBUS CONSOLIDATED GOVERNMENT WILL

NOT BE RESPONSIBLE FOR PAYMENTS TO SUBCONTRACTORS.

D. QUESTIONS ABOUT THE RFP:

Communication concerning any solicitation currently advertised must take place in writing and addressed to the Purchasing Division. See page titled “Do You Have Questions …” within this proposal package.

Questions and Requests for Clarification will be received until five business days prior to the proposal due date.

E. PUBLIC INFORMATION:

All information and materials submitted will become the property of the Columbus Consolidated Government, Columbus, Georgia; and shall be subject to the provisions of the Georgia public records law. If awarded the contract, the proposal submission, in its entirety, will be included as part of the contract documents and filed, RFP No. 25-0009 Consulting Services for Recycling Facility Page 10 of 39 as public record, with the Clerk of Council.

F. ADDENDA:

The proposer shall include acknowledgment of receipt of addenda (if any) in their sealed proposal. The proposer should include an initialed copy of each addendum in the proposal package. It is the proposer’s responsibility to contact the City for copies of addenda if they receive the proposal document from any other source other than the City.

G. CONTRACT:

Each proposal is received with the understanding that an acceptance in writing by the City of the offer to furnish any or all of the services and materials described shall constitute a contract between the proposer and the City. This contract shall bind the proposers to furnish and deliver the services and materials quoted, at the prices stated and in accordance with the condition of said accepted proposal.

It is agreed that the successful respondent will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the City and any sureties.

After award of Contract by Columbus City Council, awarded vendor will be notified to provide one (1) identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

H. NON-COLLUSION:

Proposer declares that the proposal is not made in connection with any other proposer submitting a proposal for the same commodity or commodities, and that the proposal is bona fide and is in all respects fair and without collusion or fraud.

I. INDEMNITY:

The successful respondent agrees, by entering into this contract, to defend, indemnify and hold City harmless from any and all causes of action or claims of damages arising out of or under this contract.

J. DISADVANTAGED BUSINESS ENTERPRISE CLAUSE:

Disadvantaged Business Enterprises (minority or women owned businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract.

K. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE:

The City has an Affirmative Action Program in connection with Equal Employment Opportunities. The successful vendor will comply with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap.

L. SPECIFICATION DESCRIPTIONS:

The specifications detailed herein represent the quality of equipment, goods or services required by the City.

Whenever in this invitation any particular process, service or equipment is indicated or specified by patent, proprietary or brand name of manufacturer/developer/inventor, such wording will be deemed to be used for

RFP No. 25-0009 Consulting Services for Recycling Facility Page 11 of 39 the purpose of facilitating descriptions of the process, service or equipment desired by the City. It is not meant to eliminate offerors or restrict competition in any RFP process. Proposals that are equivalent or surpass stated specifications will be considered. Determination of equivalency shall rest solely with the City.

M. TAXES:

The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec. 48-8-3.

Federal ID No. 58-1097948.

N. DRUG-FREE WORKPLACE:

Per Ordinance No. 93-55, in compliance with Federal and State Drug Free Workplace Acts, the Council of

Columbus, Georgia adopted a drug free Workplace Policy. Consequently, any vendor providing goods or services to Columbus Consolidated Government must comply with all applicable Federal and State Drug Free

Workplace Acts.

O. FEDERAL, STATE, LOCAL LAWS:

All respondents will comply with all Federal, State and Local laws, ordinances, rules and regulations relative to conducting business in Columbus, Georgia and performing the prescribed service. Ignorance on the part of the respondent shall not, in any way, relieve the respondent from responsibility for compliance with said laws and regulations or any of the provisions of these documents.

P. PROVISIONS OF THE PROCUREMENT ORDINANCE:

The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended by Council shall apply to all invitations to respond to Requests for Proposals and is specifically incorporated herein by this reference. The Procurement Ordinance is codified on Section 2-3.03 of the Columbus Code and can be accessed through the City’s website at https://library.municode.com/ga/columbus/codes/code_of_ordinances.

Q. INSURANCE:

All respondents shall maintain, and if requested, show proof of insurance applicable for services described in these specifications.

R. HOLD HARMLESS AGREEMENT:

The successful respondent hereby agrees to indemnify, hold free and harmless Columbus Consolidated

Government (The City), its agents, servants, employees, officers, directors and elected officials or any other person(s) against any loss or expense including attorney fees, by reason of any liability imposed by law upon the City, except in cases of the City’s sole negligence, sustained by any person(s) on account of bodily injury or property damage arising out of or in the consequence of this agreement.

S. TERMINATION OF CONTRACT:

1. Default: If the contractor refuses or fails to perform any of the provisions of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the Purchasing Division Director may notify the contractor in writing of the delay or nonperformance and if not cured within ten (10) days or any longer time specified in writing by the Purchasing Division Director, such director may terminate the contractor’s right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform.

In the event of termination in whole or in part the Purchasing Division Director may procure similar supplies or services, from other sources, in a manner and upon terms deemed appropriate by the https://library.municode.com/ga/columbus/codes/code_of_ordinances

RFP No. 25-0009 Consulting Services for Recycling Facility Page 12 of 39

Purchasing Division Director. The contractor will continue performance of the contract to the extent it is not terminated and will be liable for excess costs incurred in procuring similar goods or services.

2. Compensation: Payment for completed supplies or services delivered and accepted by the City will be at the contract price. The City may withhold from amounts due the contractor such sums as the Purchasing Director deems to be necessary to protect the City against loss because of outstanding liens or claims of former lien holders and to reimburse the City for the excess costs incurred in procuring similar goods and services.

3. Excuse for Nonperformance or Delayed Performance. Except with respect to defaults of subcontractors, the contractor shall not be in default by reason of any failure in performance of this contract in accordance with its terms (including any failure by the contractor to make progress in the prosecution of the work hereunder which endangers such performance) if the contractor has notified the Purchasing Division Director within 15 days after the cause of the delay and the failure arises out of causes such as: acts of God; acts of public enemy; acts of the City and any other governmental entity in its sovereign or contractual capacity; fires; floods; epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or unusually severe weather, If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the contractor shall not be deemed to be in default, unless the supplies or services to be furnished by the subcontractor was reasonably obtainable from other sources in sufficient time to permit the contractor to meet the contract requirements.

Upon request of the contractor, the Purchasing Division Director shall ascertain the facts and extent of such failure, and, if such director determines that any failure to perform was occasioned by anyone or more of the excusable causes, and that, but for the excusable cause, the contractor’s progress and performance would have met the terms of the contract, the delivery schedule shall be revised accordingly.

T. TIME FOR CONSIDERATION:

Due to the evaluation process, proposals must remain in effect for at least 180 days after date of receipt.

U. CONTRACT AWARD:

Award of this contract will be made in the best interest of the City.

V. REQUEST FOR EVALUATION RESULTS:

Per the City’s Procurement Ordinance, evaluation results cannot be divulged until after the award of the contract. After contract award, proponents desiring to review documents relevant to the RFP evaluation results will be afforded an opportunity by appointment only.

W. GOVERNING LAW:

The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations and performance.

X. FINAL CONTRACT DOCUMENTS:

IT IS UNDERSTOOD THAT THE FINAL CONTRACT SHALL INCLUDE THE FOLLOWING: 1) THE RFP; 2) ADDENDA; 3)

AWARDED VENDORS(S) RESPONSE; 4) AWARDED VENDOR(S) CLARIFICATIONS; 5) NEGOTIATED COMPONENTS;

AND 6) AWARDED VENDOR(S) BUSINESS REQUIREMENTS.

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Y. PAYMENT DEDUCTIONS:

The City reserves the right to deduct from payments to awarded vendor(s), any amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees, Occupation License Fees, Landfill fees, etc.

Z. PAYMENT TERMS:

THE CITY’S STANDARD PAYMENT TERM IS USUALLY NET 30 DAYS, AFTER SUCCESSFUL RECEIPT OF GOODS OR

SERVICES. PAYMENT MAY TAKE LONGER IF INVOICE IS NOT PROPERLY DOCUMENTED OR NOT EASILY

IDENTIFIABLE, GOODS/SERVICES ARE NOT ACCEPTABLE, OR INVOICE IS IN DISPUTE.

AA. RIGHT TO PROTEST:

(1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a solicitation or award of a contract may protest to the Purchasing Manager initially. All protests shall be filed in the manner prescribed herein. Protests that do not comply with the following rules shall be deemed invalid and of no effect.

(2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on behalf of the bidder or offeror or provided by an authorized legal representative of the protestor.

(3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less than five (5) business days prior to the opening of bids or the closing date of proposals or qualification statements.

(4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the

Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until the City Council, Mayor, or City

Manager makes a determination on the record that the award of the contract without delay is necessary to protect substantial interests of the City.

NOTICE TO VENDORS

Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.—By mayor or councilmembers.

Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid to the consolidated government. (Ord. No. 92-60, 6-23-92)

Sec. 2-3.06. - Same—By members of boards, authorities, commissions.

No member of any board or authority or commission or other independent or subordinate entity of the consolidated government shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a bid to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such membership. (Ord. No. 92-61, 6-23-92)

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GENERAL SPECIFICATIONS

I. SCOPE

The Consolidated Government of Columbus, Georgia (the City) invites qualified and interested individuals or firms to provide consulting services to perform a needs assessment/recommendation. The consultant will assist with the purchasing of equipment, technology and the writing of specifications for these and other management services pertaining to the efficient operations of this Recycling Facility, to include the processing, sales, marketing of the single stream recycling materials.

Detailed specifications begin on page 19.

II. INDEMNITY CLAUSE

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the “City”) from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

III. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

Pursuant to O.C.G.A. § 13-10-91, a public employer shall not enter into a contract for the performance of services unless the contractor registers and participates in the federal work authorization program. If a supplier is providing services under a contract with a total compensation amount of $2,500 or greater, (even if such services will be performed outside of the State of Georgia), Columbus Consolidated Government requires a notarized affidavit from the supplier attesting to the following:

(A) The affiant has registered with, is authorized to use, and uses the federal work authorization program;

(B) The user identification number and date of authorization for the affiant;

(C) The affiant will continue to use the federal work authorization program throughout the contract period;

and

(D) The affiant will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the same information required by subparagraphs (A), (B), and (C) of this paragraph.

Additional information regarding the State’s E-Verify requirements can be found at:

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf. A completed, notarized E-

Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration.

IV. INSURANCE

The vendors shall be required, at their own expense, to furnish to the City of Columbus Purchasing Division, evidence showing the insurance coverage to be in force throughout the term of the contract. Insurance requirements are listed on the attached Insurance Checklist. The limits shown are minimum limits.

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf

RFP No. 25-0009 Consulting Services for Recycling Facility Page 15 of 39

Vendor shall indicate the actual limit they will provide for each insurance requirement. The bidder shall complete the Insurance Checklist and include with bid response. Certificate of Insurance is acceptable. The Insurance Checklist will indicate to the City, the bidder’s ability and agreement to provide the required insurance, in the event of contract award.

The successful candidate shall provide the required Certificates of Insurance within 10 business days after award notification. The Certificates of Insurance will name Columbus Consolidated Government as an additional insured, as well as, list the applicable project or annual contract name, and/or solicitation name and number. The Certificate of Insurance will be included with the contract documents prior to signing.

I. SCOPE

V. PROPOSAL PREPERATION AND SUBMISSION

See Appendix A for information and instructions on how to register and submit proposals through

DemandStar.

Firms should submit proposals that address each of the sections specified below. With the exception of the E-Verify Affidavit (Form 1), the form titled “Communication Concerning This Solicitation”

(Form 2), the Conflict of Interest Affidavit (Form 3), and the proposed cost, fees, rates, revenue, etc.., the City reserves the right to request any omitted information. Firms shall be notified, in writing, and shall have two (2) days after notification to submit the omitted information. If the omitted information is not received within two (2) days, the firm shall be deemed non-responsive, and the proposal will not receive further consideration.

Submit the information in the order listed below; include a header for each item, e.g., Section 1, Item A, Section 1, Item B, etc.

Section 1: Transmittal Letter

The transmittal letter shall:

Introduce the business and include the name and email address(es) of contact person(s) during this proposal process.

A. List the complete address, telephone number and fax number for the corporate office as well as for the office/branch that will administer the contract.

B. Include a statement to the effect that the proposal is binding for at least 180 days from the proposal date. An authorized agent of the business must sign the transmittal letter.

Section 2: Affidavit for E-Verify/Georgia Security and Immigration Compliance Act (Form 1)

A properly completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration. Additional information regarding the State’s E-Verify requirements can be found at: https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf.

Section 3: Conflict of Interest Affidavit (Form 2)

Form 3 must be signed, notarized and returned with the vendor’s proposal. Failure to include a completed form will automatically render vendor’s response non-responsive.

Section 4: Communication Concerning This Solicitation (Form 3)

Complete the form titled Communication Concerning This Solicitation.

Section 5: Federal Compliance (Form 4)

Complete the form titled Federal Compliance (Form 4).

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf

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Section 6: Addenda Acknowledgement (Form 5)

Use indicated form to acknowledge receipt for all addenda (if any). Addenda will be posted at:

https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda, before the due date and before submitting a proposal.

Section 7: Exceptions to the RFP

A. List ANY AND ALL exceptions to the RFP specifications in this section of proposal submission. Exceptions listed in other areas of the vendor’s submission will not be considered.

All exceptions will be vetted during the RFP process, and if found unacceptable, the vendor’s proposal will be rejected and no longer considered for award. Exceptions shall be considered by the Evaluation Committee. The vendor’s proposal may not receive further consideration if exceptions are not acceptable and/or cannot be clarified to the Committee’s satisfaction.

Vendor’s shall be notified in writing if exceptions are not acceptable. PLEASE NOTE:

EXCEPTIONS TO THE RFP GENERAL PROVISIONS WILL NOT BE

CONSIDERED, AND IF SUBMITTED WILL AUTOMATICALLY RENDER THE

RESPONSE NON-RESPONSIVE.

B. VENDOR AGREEMENT/CONTRACT FORM: Exceptions also include the terms of any contract or other agreements which the vendor or any subcontractors will require to be executed by the City.

C. If there are no exceptions, vendor must include a statement for this Section stating the following: No Exceptions.

Section 8: Qualifications and Experience

At a minimum, the Consultant’s submittal shall include the following:

A. Delineate the qualifications and expertise to demonstrate your company’s ability to perform the requirements of this RFP.

B. Provide the point of contact for the subsequent contract, including name, title, address, telephone number and email address, if awarded this contract.

C. Provide project expertise and experience for each key team member, including project name, date, type and size, project references, description of duties.

Section 9: Understanding and Approach

A Briefly summarize the Contractor’s understanding and approach to the project.

B. Provide a proposed time line perform the services.

Section 10: Client Work History (Form 6)

Provide a list of contracts and projects, with similar sized municipalities¸ for whom your company has provided similar services. For each contract/project, include the following:

A. Entity name, contact person, mailing address, telephone number, email address.

B. Project/contract location and population of people served.

C. Contract amount and description of the services provided.

*In rating proposals, the Evaluation Committee reserves the right to include the company’s performance on previous and current contracts for Columbus Consolidated Government (if any).

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Section 11: Cost Proposal (Form 7)

Complete Form 7 to provide a cost proposal for the provision of the Consultant Services described in this RFP.

Section 12: Contract Signature Page (Form 8)

City officials will sign the copies after Columbus Council approves the contract award with the successful firm (see note below). Per the General Provisions, page 11, Item X, the final contract document shall include the following: 1) The RFP; 2) Addenda; 3) Awarded Vendor(s) response;

4) Awarded Vendor(s) clarifications; 5) Negotiated components; and 6) Awarded Vendor(s)

Business Requirements.

Please note: After award of contract by Columbus Council, awarded vendor will be notified to provide one (1) hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

Section 13: Business Requirements

1. Provide Insurance Checklist (Form 9) or Certificate of Insurance

2. Page 1 of form W-9 (https://www.irs.gov/pub/irs-pdf/fw9.pdf)

3. Provide a current copy of the Business License (Occupation License) that is required to conduct business at your location.

If awarded the contract, the successful vendor must obtain a business license from the

City of Columbus. However, if the business is located in Georgia and has proof of being properly licensed by a municipality in Georgia, and paid applicable occupation taxes in that city, the contractor will not be required to pay occupation taxes in Columbus, Georgia.

If you have questions regarding this requirement, please contact the Revenue Division at

706-225-3780.

VIII. EVALUATION OF PROPOSALS

Each submittal will be evaluated to determine the ability of each offeror to provide the required services.

The following weighted criteria will be used to evaluate proposals:

Criteria Weight

A. Qualifications & Experience 40%

B. Understanding and Approach 30%

C. Client Work History 15%

D. Proposed Timeline 10%

E. Cost Proposal (subject to negotiations) 5%

Total 100%

Acceptable performance on previous contracts with Columbus

Consolidated Government for similar services.

+5

No previous contracts with Columbus Consolidated Government for similar services.

Unacceptable performance on previous contracts with Columbus

Consolidated Government for similar services.

-5 https://www.irs.gov/pub/irs-pdf/fw9.pdf

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Each of the above criteria (A - D) will be given a rating by each member of the Evaluation Committee. The ratings are as follows:

Description Value

Poor = Is not qualified. 20 Points

Marginal = Is minimally qualified but one or more area is lacking in some essential aspect. 40 Points

Adequate = Is qualified and is generally capable of achieving the objectives of this RFP. 60 Points

Good = Is more than qualified and exceeds in some areas. 80 Points

Excellent = Is fully qualified and exceeds in several or more areas. 100 Points

After the review and rating of proposal(s) by the evaluation committee, individual scores will be averaged and ranked. Proponents will be ranked in descending order of numerical predominance.

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TECHNICAL SPECIFICATIONS

I. INTRODUCTION

The Columbus Consolidated Government (CCG), the Owner, currently operates a regional recycling facility located at 8001 Pine Grove Way, Columbus, Georgia, 31907. When operating efficiently, the facility currently accepts single stream material collected curbside from the residences of Columbus. The material that is collected and sorted is mixed paper, cardboard, plastics (#1-#7), aluminum, and steel cans. The center processed 4892 tons that were collected curbside from the citizens of Columbus in Fiscal Year 2022 (July

1, 2021 – June 30, 2022). This material is collected by city trucks from approximately 17,000 residences.

Recycling is voluntary and only offered for citizens who pay a garbage fee. According to CCG’s work-order system we get and deliver an average of 3,000 recycling cart request a year. The center also accepts single stream and source separated material from surrounding communities. The center processed 2616 tons of single stream material from surrounding communities and 671 tons of source separated material.

The existing average tonnages for various materials are included in Table 1 and are based on current material tonnages collected by CCG curbside. Additional materials collected for recycling processing from the drop off centers are incorporated into the CCG tonnage listed in Table 1 (FY22, 419.45 Tons). Monthly tonnages for the various materials from third party vendors and processed by the center are included in

Table 1. (See Page 21-22)

The Single Stream Recycling material is collected by CCG employees on the same day as the Household

Garbage. Collection crews work Monday, Tuesday, Thursday, and Friday.

The recycling facility was opened in 2012 and is approximately 54,000 square feet with a concrete floor.

The office and Sustainability Center component of the building is comprised of approximately 10,000 square feet of heated and cooled space. The Sustainability Center includes a mezzanine for elevated observation of the Process Building interior, educational displays, classroom, one meeting area, four offices and two restrooms. The center hosts field trips and tour groups throughout the year promoting both the benefits of recycling and proper recycling techniques. The facility is a LEED certified building that has solar panels, a green roof area for vegetation and rainwater reclamation. The city currently has a temporary contract with AM Waste that is hauling all of our recycling to Repower and it’s at this facility that sorting and processing is completed.

Columbus Consolidated Government Operates Pine Grove Landfill which is the only Subtitle D facility in

Columbus. This facility sits directly adjacent to the Recycling Center. This facility accepted 68,083 tons from city garbage trucks with a tipping fee of 42.50. This facility sits on 343 acres which also houses a

C&D landfill and a class one composting facility.

The services requested in this Request for Proposal (RFP) are outlined in Section II and Section IIIA below.

The Owner will maintain ownership of the land, buildings, and facility.

II. MINIMUM QUALIFICATIONS AND EXPERIENCE

Consultant shall meet the following qualifications:

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A. Consultant must have successfully completed at least two contracts in the past five years for providing consulting services to assist with the design, purchasing of equipment, technology and the writing of specifications for these and other management services pertaining to the efficient operations of a municipal Recycling Facility or any facility large enough to process a minimum

15 tons per hour of single stream recycling.

B. Evaluate each proposer’s ability to successfully meet the requirements of the City and all

State/Federal requirements for operations.

C. Assist the City in negotiating services, terms rates, and the preparation of a final agreement for approval by the Council.

D. Work with City Staff in the preparation of reports and presentation to the Council. Attend and or coordinate throughout the length of the Professional Services Agreement, the Consultant will work directly with the City to establish scheduled meetings in person, by phone, and/or video conferences.

E. As directed by the city’s designated contract manager, the Consultant will research, advise, and provide technical assistance, as well as prepare and/or provide presentations and may facilitate discussions as it relates to existing and future state and local regulations associated waste and recycling responsibilities, as well as efforts and interests of the City. The consultant will be available to the City on a time and materials basis to assist in the various tasks related to other issues related to the City’s Waste and Recycling responsibilities and efforts.

III. SCOPE OF SERVICES & REQUIREMENTS

CCG desires to contract with a consultant with a vast knowledge base on outfitting, ordering and installing necessary equipment to operate an efficient Recycling Facility to include, but not limited to:

1. Identify gaps and opportunities in recycling, while balancing economic challenges.

2. Craft scope of services for residential recycling collection and/or processing for the region,

3. Minimize environmental impacts by selecting the most sustainable business model for recycling with consideration on the financial impact to local governments and residents and businesses.

4. Recommend innovative new best practices emerging technologies for a more cost effective and sustainable program.

5. The consultant will be required to provide monthly reports to the Director of Public Works.

Consultant must also be willing to make presentations on timelines, progress and or the overall project to the Mayor, City Manager or to our legislative body when requested.

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Table 1- CCG Material Processed by the Existing Recycling Facility

FY 2013 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Totals

CCG Tons 165.960 129.770 149.050 205.270 163.350 211.970 128.390 210.860 136.750 250.500 177.290 143.050 2072.210

Pratt Tons 0.000 0.000 0.000 0.000 0.000 0.000 0.000 0.000 0.000 0.000 0.000 0.000 0.000

Total Tons 165.960 129.770 149.050 205.270 163.350 211.970 128.390 210.860 136.750 250.500 177.290 143.050 2072.210

FY 2014 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Totals

CCG Tons 156.220 202.664 244.220 105.486 333.131 382.870 247.920 304.256 252.826 298.990 282.115 293.954 3104.652

Pratt Tons 0.000 0.000 0.000 0.000 92.350 220.980 157.125 272.590 92.800 151.590 266.330 355.724 1609.489

Total Tons 156.220 202.664 244.220 105.486 425.481 603.850 405.045 576.846 345.626 450.580 548.445 649.678 4714.141

FY 2015 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Totals

CCG Tons 317.580 291.100 343.770 342.176 287.857 396.465 382.410 342.264 410.042 418.330 426.675 441.226 4399.895

Ft. Benning Tons 0.000 0.000 0.000 0.000 0.000 41.770 44.630 48.670 46.650 66.670 59.980 68.720 377.090

Pratt Tons 296.110 317.330 418.950 377.040 282.270 427.210 588.710 595.680 571.620 604.530 516.130 666.010 5661.590

Total Tons 613.690 608.430 762.720 719.216 570.127 865.445 1015.750 986.614 1028.312 1089.530 1002.785 1176.046 10438.665

FY 2016 Jul.-15 Aug.-15 Sep.-15 Oct.-15 Nov.-15 Dec.-15 Jan.-16 Feb.-16 Mar.-16 Apr.-16 May.-16 Jun.-16 Totals

CCG Tons 433.881 463.811 396.59 501.493 429.949 515.979 478.12 443.345 520.6 504.51 555.932 505.09 5749.3

Ft. Benning Tons 63.08 107.68 50.15 44.35 54 47.58 48.75 45.457 52.17 42.81 55.07 42.31 653.407

Pratt Tons 650.12 597.04 716.8 739.21 866.73 785.043 862.97 802.37 894.52 992.59 865.31 997.308 9770.011

Total Tons 1147.081 1168.531 1163.54 1,285.05 1,350.68 1,348.60 1,389.84 1,292.17 1,467.29 1539.91 1,476.31 1544.708 16173.718

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FY 2017 16-Jul 16-Aug 16-Sep 16-Oct 16-Nov 16-Dec 17-Jan 17-Feb 17-Mar 17-Apr 17-May 17-Jun Totals

CCG Tons 448.057 528.47 502.29 425.591 499.27 512.9 635.42 427.08 483.533 457.99 509.077 505.201 5934.879

Tons 45.77 54.69 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 100.46

Pratt Tons 818.92 916.769 697.11 687.91 596.5 683.95 654.91 576.72 726.738 595.93 853.941 323.28 8132.678

Total Tons 1312.747 1499.929 1,199.40 1,113.50 1,095.77 1,196.85 1,290.33 1,003.80 1,210.27 1,053.92 1,363.02 828.481 14168.017

FY 2018 17-Jul 17-Aug 17-Sep 17-Oct 17-Nov 17-Dec 18-Jan 18-Feb 18-Mar 18-Apr 18-May 18-Jun Totals

CCG Tons 466.765…