RFQ _2025_03 Solid Waste Master Plan.pdf

Request for Qualifications (RFQ)

For

#2025-03

Development of Master Plans for Solid Waste and Recycling in the Downtown Area

City of Covington

2194 Emory Street

Covington, Georgia 30014

(770) 385-2000 www.cityofcovington.org

February 14th, 2025 http://www.cityofcovington.org/

Introduction:

The City of Covington is soliciting qualifications from experienced and qualified firms to develop comprehensive short-term and long-term master plans to enhance solid waste and recycling management in the downtown area. The selected firm will be responsible for assessing current infrastructure, identifying challenges, and providing strategic recommendations for sustainable and effective waste management solutions. This initiative aims to improve operational efficiency, promote environmental sustainability, and address future growth demands.

Solicitation:

This Request for Qualifications for Consulting Services (the Project) invites Statements of Qualifications (SOQ), from consultants according to the requirements set forth in this RFQ, including the format and content guidelines specified. SOQs will be reviewed and evaluated by the City selection team and ranked in the order of most qualified using the criteria and process described herein.

The selection process will be conducted in three distinct phases to ensure a thorough and competitive evaluation of potential firms.

Upon completion of the evaluation process, The City will contact all Respondents. Those deemed most qualified may be interviewed, or enter discussions toward Project award(s). Based on projected needs, we may seek multiple awards.

Project Scope:

The selected firm will be responsible for delivering a comprehensive assessment and strategic plan that includes, but is not limited to, the following components:

• Conducting a thorough analysis of the existing solid waste and recycling infrastructure, including collection methods, complaint management, processing facilities, and disposal practices.

• Identifying key issues, challenges, and inefficiencies within the current waste management system.

• Assessing regulatory compliance requirements and environmental impact considerations.

• Developing short-term strategies to optimize waste collection, improve recycling rates, and enhance operational efficiency.

• Designing a long-term master plan focused on sustainability, emerging waste management technologies, future infrastructure development, and redevelopment assessment.

• Providing cost estimates, funding options, and phased implementation plans for proposed improvements.

• Engaging with key stakeholders, including local businesses, residents, and regulatory agencies, to incorporate community feedback and foster public support.

Selection Process:

The selection process will be conducted in three phases:

1. Initial RFQ Submission:

o Interested firms must submit a Statement of Qualifications (SOQ) that highlights their experience, expertise, and past projects related to waste management and recycling.

o The SOQ should detail the firm’s technical capabilities, project team qualifications, and relevant case studies.

2. Interviews and Final Selection:

o The City will review all submitted SOQs and shortlist a group of firms for interviews.

o Shortlisted firms will participate in a three-day interview process to present their capabilities, approach, and past experience.

o Following the interviews, up to three finalist firms will be selected to proceed to the proposal development phase.

3. Proposal Development and Submission:

o The three selected firms will be invited to submit detailed proposals outlining their proposed approach, methodology, and strategies for addressing solid waste and recycling challenges in the downtown area.

o The City will evaluate submissions based on feasibility, cost-effectiveness, and projected long-term impact.

These proposals will be used to set budgetary numbers for consideration by the City’s Mayor and Council.

Project award shall be based on the Mayor and Council’s approval of funding allocation for the project to be placed in the 2025-2026 FY budget cycle beginning July1st, 2025, and the firm chosen to be the most responsive and responsible, based on the final proposals

Notice to proceed to the proposal development and submission phase by the City shall in no way infer or imply final selection or award of the project. The firm chosen for the project shall receive notification by notice of award and enter contract negotiations after July 1st, 2025

Procurement Process:

Acknowledgement of RFQ

Each potential Respondent should acknowledge with an email no later than 3:00 p.m., February 28th, 2025 that it has received the RFQ. Identify and provide full contact information for the firm’s primary point of contact for any future documents, notices, and addenda associated with this RFQ.

Communications:

The Owner Contact will act as the sole point of contact for this RFQ and will administer the RFQ process. All communications should be submitted in writing via email, and specifically reference this RFQ. This RFQ is subject to revision after the date of issuance via written Addenda. Any such addenda will be distributed directly to known Respondents via email. All questions and responses will be shared by Addenda with all parties having acknowledged the RFQ. Please direct questions to the Owner Contact as follows:

Mr. Lee Harvey Public Works Director City of Covington 2194 Emory Street Covington, GA 30014 Phone: (770) 385-2000 Email: lharvey@cityofcovington.org

Please note that verbal communications with the Owner Contact or other individuals are not binding. With the exception of the Owner Contact or specified delegates, no contact with city staff, City administration, or any public official concerning the RFQ during the procurement process is allowed. Violation of this provision may result in disqualification of Respondent.

Schedule:

The current procurement schedule is as follows:

Issue RFQ February 14th, 2025

Acknowledgement of RFQ February 28th,2025 3:00pm

Last date for RFI March 4th, 2025 5:00pm

Last date for Addendum March 7th, 2025 5:00pm

Submit SOQ March 11th, 2025 10:00am

Interviews (if required) March 18-20th, 2025

Notice to Proceed to final Proposal March 21st, 2025

Final Proposals Due Date April 18th, 2025

Submission Requirements:

Submit One (1) hard Copy and One (1) digital copy on a USB thumb drive in .pdf format, and at the appropriate date and time listed above to:

City of Covington Attn: Scott Cromer

Purchasing Department 2194 Emory Street NW Covington, GA 30014

Submittals may be made either in person at City of Covington City Hall, or by UPS or Fedex only, at the address listed above. Each respondent assumes full responsibility for the timely mailto:lharvey@cityofcovington.org delivery of its proposal at the required location Any proposal received after the submittal deadline will be deemed non-responsive and returned unopened. The delivered package containing the proposal documents must note “Request for Qualifications (RFQ) for 2025-03 Development of Master Plans for Solid Waste and Recycling in the Downtown Area” on its face.

We value brevity. Please provide ten (10) pages or less, (excluding resumes, project sheets and appendices), conveying the Respondent’s transmittal letter, qualifications, experience, and project management approach. An 11 X 17-inch sheet size may be used for a team chart or other exhibit and will count as 1 page.

All other items required or called for should be located in the appendices. Limit total page count to 60 or less, 8.5 X 11-inch equivalent, minimum 11-point font.

Firms responding to this RFQ must submit a comprehensive SOQ that includes:

• Firm’s qualifications and relevant experience in solid waste and recycling master planning.

• Key personnel, their roles, and relevant expertise.

• Examples of similar projects successfully completed, including references and case studies.

• Proposed approach and methodology for developing the master plans.

• References from previous clients who can attest to the firm’s capabilities and performance.

Content:

Letter of Interest:

Provide a 1-page Letter of Interest describing how the City will benefit with your firm as a trusted advisor. In the letter, please acknowledge receipt of any and all Addenda.

Team and Qualifications:

The ten (10) pages should demonstrate how your firm’s team, qualifications, and experience fill our needs as we embark on a solid waste management master plan.

Respondents should possess and demonstrate a minimum of 10 years of firm / key team member experience in the solid waste and refuse collection arena for municipal, public or private agencies. Respondent’s key team members, including the Project Manager and Project Engineer(s), should be licensed Professional Engineers in the State of Georgia.

Respondents on non-engineering disciplines and professions should demonstrate similar career milestone credentials in their respective fields.

Experience:

The SOQ must describe the experience of the firm and Project team members on projects relevant to the Tasks described in the RFQ. The Respondent should include reference projects to demonstrate relevant experience.

Each project description shall contain the following information:

• Owner

• Owner contact information (including email address)

• Role of firm

• Contract value (if applicable)

• Year completed (if applicable)

• Description of the project demonstrating relevance to the City’s needs

• Key team members involved in the relevant projects, along with a concise description of the role and responsibilities of each.

Resumes:

Include resumes for key team members in the Appendix. Resumes should be 1-page maximum length.

Project Management Approach:

Consider this section as an opportunity to write persuasively about a documented success story.

Include within the ten (10) pages, your firm’s approach for achieving outstanding results for a hypothetical (or real) assigned Task under this Project. Provide a real-life example(s) of where this approach has been successful.

Open Records

All materials submitted in connection with this RFQ will be public documents and subject to the Open Records Act and policies of the City. All such materials shall remain the property of City of Covington.

If the Consultant has notified the Owner Contact that the Consultant’s submittal contains trade secrets, proprietary commercial or financial information, which is privileged and confidential, we will make every effort to protect those portions of the submittal. The title page and each page containing proprietary information must be marked.

Evaluation Criteria:

Submissions will be evaluated based on the following criteria:

• Demonstrated expertise and successful experience in solid waste and recycling master planning.

• Technical proficiency and innovative solutions in waste management and sustainability.

• Cost-effectiveness, feasibility, and scalability of proposed plans.

• Ability to meet project timelines, milestones, and deliverables.

The City of Covington looks forward to receiving qualifications from experienced and dedicated firms committed to enhancing the efficiency and sustainability of waste management in the downtown area.