Sammamish Solid Waste Collection RFP.pdf

REQUEST FOR PROPOSALS

FOR

GARBAGE, RECYCLABLES, AND ORGANICS

COLLECTION SERVICES

Date Issued: November 4, 2026

Submission Deadline: February 17, 2027

City of Sammamish Solid Waste Collection RFP i

City of Sammamish - Request for Proposals Garbage, Recyclables, and Organics Collection Services

Table of Contents

1. RFP OVERVIEW

1.1. Introduction

1.2. RFP Schedule

1.3. Date of Commencement of Service

1.4. City Contact Information

1.5. Defined Terms

2. BACKGROUND AND EXISTING COLLECTION SYSTEM

3. PRIORITIES AND REQUESTED SERVICES

3.1. City Priorities

3.2. Base Contract

3.3. Rate Proposals

3.4. Alternatives

3.5. Proposer Variations

4. PROPOSER INFORMATION

4.1. Registration Requirement

4.2. Examination of Proposal Documents

4.3. Interpretations

4.4. Representations

4.5. Modification or Withdrawal of Proposals

4.6. Public Documents and Disclosure

4.7. Proposer Costs

4.8. Proposal Security Bond

4.9. Process Integrity Requirements

4.10. Non-Collusion

4.11. Title VI

4.12. ADA Information

5. PROPOSAL

5.1. Proposal Preparation Format

5.2. Submission of Proposals

6. PROPOSAL EVALUATION

6.1. Proposal Responsiveness and Qualifications (pass/fail)

6.2. Rate Evaluation (60 points)

6.3. Qualitative Review (40 points)

6.4. Process

7. APPENDICES

City of Sammamish Solid Waste Collection RFP 1

1. RFP OVERVIEW

1.1. Introduction

The City of Sammamish is requesting Proposals from qualified firms for solid waste collection services within the City Service Area (See Appendix A, Exhibit A). These services include residential and commercial garbage; recycling and organics collection;

and the processing and marketing of collected recycling and organics. The contract term will be ten and a half (10.5) years.

The City currently contracts with Republic Services. The original nine-year term of the existing contract was due to expire on December 31, 2025, but the City amended the contract in 2023 to include the Klahanie neighborhood and extended the contract to December 31, 2028.

The City is seeking a continuation of most existing solid waste collection system components under one contract along with substantial upgrades, including updates to contract language and service standards as described in the attached draft Base Contract. The City also seeks proposed costs for several alternatives, as listed in the Requested Services Section.

The RFP process is described in detail in the Proposer Information Section. Proposers should submit their Proposal, based on the attached Base Contract, with the costs of alternatives separately identified on the specified Price Proposal Form.

1.2. RFP Schedule

The City has set the following schedule for receipt and review of the Proposals. The City reserves the right to modify this schedule if deemed necessary. All times shown are Pacific Standard Time.

Event Date or Time Frame

Release Industry Review Draft Monday, September 14, 2026

Industry Review Comments Due Friday, October 9, 2026 by 3 PM

Release Final RFP Wednesday, November 4, 2026

1st Round Questions & Comments Due Friday, December 11, 2026 2027 by 3 PM

2nd Round Questions & Comments Due Friday, January 15, 2027 by 3 PM

Proposals Due Wednesday, February 17, 2027 by 3 PM

Proposal Evaluation, Interviews & Selection February – March 2027

Finalization of Contract April – May 2027

Council Process June – July 2027

City Executes Contract July 2027

Date of Commencement of Service Monday, January 1, 2029

1.3. Date of Commencement of Service

The Contractor shall start the Services under the Contract on January 1, 2029.

City of Sammamish Solid Waste Collection RFP 2

1.4. City Contact Information

All communication regarding this RFP must be through BidNet and the City contact listed below:

Gen Rubinelli, Management Analyst City of Sammamish 801 228th Ave SE, Sammamish, WA 98075 206-635-5254 GRubinelli@sammamish.us

1.5. Defined Terms

Terms used in these Proposal Documents that are defined in the RFP and/or Base Contract have the meanings assigned to them as follows. Defined terms are applicable to the singular and plural, and all pronouns.

• Base Contract: The Garbage, Recyclables, and Organics Collection Services Contract, to be the basis for the Contract entered into by the City and the Selected Proposer after completion of the RFP process and is to be the basis for all Proposer Rate Proposals. A copy of the Base Contract is attached to this RFP.

• Base Proposal: The Proposal submitted by a Proposer based on the Base Contract and that meets the requirements of the RFP.

• City: The City of Sammamish, in King County, Washington.

• City Contact: The City staff who all communication regarding this RFP must be conducted through.

• City Service Area: The area within the incorporated boundaries of the city that is specified as the Contractor’s service area in Appendix A, Exhibit A.

• Contract: The contract to be executed by the City and the Selected Proposer for the Services.

• Contractor: The Selected Proposer that has entered into the Contract with the City related to the Services.

• Date of Commencement of Service: January 1, 2029, which is the date that the Contractor agrees to commence the provision of Services as described throughout the Base Contract.

• Day or Days: Calendar days unless otherwise specified.

• Proposer: A vendor that submits a Proposal to the City in response to this RFP.

• Proposal: A formal response to the RFP submitted by a Proposer to the City. A Proposal will only be deemed a Responsive Proposal if, at the City’s sole discretion, it includes all necessary documents, information, security, rates, and proposed modifications to the Base Contract in compliance with the RFP. The City has the right to reject any or all Proposals or to waive irregularities in the Proposals.

mailto:GRubinelli@sammamish.us

City of Sammamish Solid Waste Collection RFP 3

• Proposal Documents: The Advertisement for Proposals and the Request for Proposals, including any attached or referenced appendices, exhibits, or addenda.

• RFP: This Request for Proposal procurement document including any attached or referenced appendices, exhibits, or addenda.

• Selected Proposer means the Contractor to whom the City makes an award as provided in the Award of Contract section of these Instructions to Proposers.

• Services means all collection and processing services and associated functions specified in the Base Contract, including any changes made to its final form, in the executed Contract.

Some minor differences in defined terms or word usage may exist between this RFP and the Base Contract. Please note that the RFP is describing existing conditions, data reported by the existing contractor (which may not use the same definitions), potential RFP alternatives, and other narrative text that is not specific contract language. The Base Contract is the Contract document that the Selected Proposer is expected to execute, and thus the definitions and usage in that document represent the technical definitions that will be used over the Contract term.

2. BACKGROUND AND EXISTING COLLECTION SYSTEM

This section generally describes the existing solid waste collection system operated under the current contract. Carefully review the draft Base Contract (Appendix A) to determine the scope of operations envisioned under the new Contract.

The City of Sammamish’s population is approximately 68,500, according to the Washington State Office of Financial Management. All previous annexation areas will be part of the new collection contract. There are four potential annexation areas listed in the City’s comprehensive plan, but annexation is not anticipated to occur in the near future.

Appendix B includes current customer rates, historical tonnage data by material stream and customer sector, current container counts, and current service at City facilities. With the exception of the rates, the data was provided by the City’s current contractor and has not been verified by the City. The City encourages proponents to perform their own investigation to confirm data as desired.

Additional information about current services may be obtained at:

https://www.republicservices.com/municipality/Sammamish-wa

Single-Family Collection: Single-Family residences have subscription-based garbage service, which includes embedded weekly collection of both recycling and organics.

There are currently approximately 500 customers utilizing a personal 32-gallon can for garbage service. Residents have the ability to place extended recyclable materials at the curb at no cost, including small appliances, batteries, cooking oil, fluorescent bulbs/tubes, wood scraps, rigid plastics, and scrap metal. In addition, three large appliances can be collected at the curb from each household over the life of the contract at no cost.

https://www.republicservices.com/municipality/sammamish-wa

City of Sammamish Solid Waste Collection RFP 4

Multifamily Collection: Multifamily residences are currently defined as all sites with multiple attached or unattached dwellings billed collectively for collection service.

Multifamily residences are provided with garbage services with embedded recycling service. Weekly cart-based organics are subscription-based at an additional charge.

Commercial Collection: Commercial businesses are provided with garbage services with embedded recycling service. Weekly cart-based organics are subscription-based at an additional charge.

Containers: The cost of all containers for regular service is included in current Customer rates. The City’s current contract includes provisions that allow the City to assume assignable ownership of containers and carts provided by the current contractor to a successive contractor. The new Base Contract allows the use of existing containers including carts. Customers have the option of small 10-gallon microcan for garbage, which is not expected to continue in the new contract. Carts are blue for recycling, green for organics, and gray for garbage. Detachable containers are gray for garbage and blue for recycling.

Disposal and Processing: All collected garbage is delivered to the King County Disposal System per the City/County Interlocal Agreement. Collected recycling is taken to Republic Services’ Seattle Material Recovery Facility. Collected organics are taken to Cedar Grove.

Customer Service and Collection Support: The contractor is currently responsible for customer service, communications, billing, and printed materials. The contractor is primarily responsible for communication and education.

City Administration: The City’s Management Analyst oversees the City’s solid waste programs, including managing the solid waste collection contract along with a consultant. The City currently has a 6% solid waste utility tax but does not currently implement an administrative fee.

3. PRIORITIES AND REQUESTED SERVICES

3.1. City Priorities

The City is interested in minimizing rate increases in a new contract while maintaining reliable collection service and responsive, local customer service for Sammamish residents. The City prefers the Contractor focus on robust communications including annual mailers, user-friendly website, and social media over proactive in-person outreach and education.

The City completed a community survey regarding solid waste collection services in summer 2026. Survey results may be viewed at https://datastudio.google.com/reporting/6d4268e7-a994-44ab-a525-f86a0a11c5ee.

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3.2. Base Contract

The City is requesting Proposals from qualified Proposers for solid waste collection services within the Service Area. These Services include: garbage, recyclables, and organics collection for all sectors; the disposal of all garbage through the King County Disposal System; and the processing and marketing of collected recycling and organics as seen in the attached Base Contract.

The Contractor selected through this RFP process shall be responsible for all aspects of the contracted-for services, including but not limited to the comprehensive provision of equipment, labor, supervision, and supplies necessary to perform the services. The Contractor shall be responsible for providing carts, detachable containers, and drop-boxes necessary for all collection services to customers in the Service Area. In addition, the selected Contractor shall produce and distribute public information about recycling, collection schedule changes (such as holiday hours or changes due to inclement weather), and the promotion of new collection services. Although the Contractor will have primary responsibility for all customer materials (subject to City review), the City may on occasion choose to develop some materials for the Contractor to print and distribute to customers.

The Contractor shall be responsible for providing all customer service functions relating to service delivery including but not limited to: informing customers of potential service levels and charges, receiving and resolving customer complaints, dispatching drop-box container pick-ups and special collections, and directly billing all residential and commercial customers.

The City intends to procure the Services required as part of the Base Proposal for the collection system and other Services as described in the Base Contract. Proposers responding to this RFP should provide Proposals that meet the requirements of this RFP, including the Base Proposal requirements as set forth in the Base Contract. The description set forth in the Existing Collection System Section is a general overview and summary of the City’s requested Services and shall not be the basis for any dispute over the City’s requirements for either its Base Proposal or selection of a Contractor. The specific Base Contract provisions for the Base Proposal are not repeated in this RFP;

Proposers must carefully review the Base Contract for specific requirements.

3.3. Rate Proposals

The Proposal prices shall be inclusive of all costs of providing the Services, labor, and equipment required under the Contract. The City may, at its sole discretion, deem any Proposal non-responsive to the Base Proposal that contains omissions, erasures, alterations, or additions of any kind, or prices uncalled for, or unbalanced, or any Proposal that in any manner fails to conform to the conditions of this RFP. The City may, at its sole discretion reject any or all Proposals or waive irregularities in any or all Proposals.

Each Proposer’s Proposal should provide unit prices for all service levels indicated on the appropriate Proposal forms. All Proposal rates shall be provided in year-2027 dollars. Per the Contract, a Consumer Price Index (CPI) adjustment will be applied to the final contract rates prior to the Date of Commencement of Service. This is intended to reduce the

City of Sammamish Solid Waste Collection RFP 6

Proposer’s risk of inflation between the time rates are proposed and the Date of Commencement of Service.

The Proposal unit prices shall be used, in part, to determine the Selected Proposer as described in the Proposal Evaluation Section. All costs, including overhead and profit, and non-itemized taxes, fees or surcharges imposed by federal, state, or local authorities, for which the Proposer expects to receive payment as a result of the Services, shall be included in the unit prices, unless otherwise specifically directed.

The data on the existing Services concerning number of customers and collection tonnages should be viewed as the best available data accessible to the City and are presented solely as the basis for calculations on which the award of the Contract will be made. Actual results experienced during the operation of the Services may differ.

By submitting a Proposal, the Proposer is committing to commencement of collection Services by Date of Commencement of Service and compliance with each term of the Contract and corresponding portion of its submitted Proposal.

3.4. Alternatives

The City has identified a number of collection alternatives for which it seeks pricing.

Pricing of alternatives are not considered in the Rate Evaluation but may be considered in the Qualitative Aspects. Omitting pricing from one or more alternatives may result in a determination that the Proponent’s Proposal is non-responsive.

Cells are provided at the end of the Proposal Price Form for entering proposed rate modifications for the following alternatives. Reductions in the base rate or revenue requirement shall be expressed as a negative number and increases in the base rate or revenue requirement shall be expressed as a positive number.

If the alternative is selected, the amount listed on the Proposal Price Form shall be added or subtracted from the monthly base rate for each service level or annual revenue requirement, depending upon the alternative.

1. Multifamily Embedded Organics Collection: The Base Contract includes subscription-based organics collection for multifamily customers wishing to pay for and receive the service. Under this alternative, up to two Organics carts with weekly service (or one cart with twice a week service) shall be embedded in rates for each Multifamily Customer. Please provide the change in your initial year annual gross revenue requirement if this change were implemented.

2. Commercial Subsidized Organics Collection: The Base Contract includes subscription-based organics collection for commercial customers wishing to pay for and receive the service. Under this alternative, Organics service would remain subscription-based, but the rate would be subsidized by Garbage service and limited to $20 per month per weekly cart. Please provide the change in your initial year annual gross revenue requirement if this change were implemented.

3. Low-Income Discount: The Base Contract does not include any discounts for low-income residents. Under this alternative, the Contractor shall offer discounts to low-income residents to mirror the City’s new utility discount program. Currently, City of Sammamish Solid Waste Collection RFP 7 qualifying residents receive a $200 rebate each year. If the program is implemented, the City envisions qualifying single-family customers receiving 1/12th of the rebate as a discount on their garbage service each month for a year. Please provide the change in your initial year annual gross revenue requirement if this change were implemented.

4. Electric Collection Vehicles: The Base Contract includes new collection vehicles. Under this alternative, six of the new residential collection vehicles would be fully electric. Please provide the change in your initial year annual gross revenue requirement if this change were implemented.

5. Inclement Weather Credits: The Base Contract does not provide customer credits for service delays due to inclement weather. Under this alternative, after two consecutive weeks of missed collection due to inclement weather, customers would receive credits for the prorated service portion of the rate. For example, the monthly single-family garbage rate / 4.33 / 3 would provide the weekly credit for each material. Please provide the change in your initial year annual gross revenue requirement if this change were implemented.

3.5. Proposer Variations

The City encourages Proposers to submit and describe potential variations from the described base and alternate terms, and from the attached draft Base Contract, that the Proposer anticipates could reduce costs or improve services for the City’s customers. The City seeks variations to capture innovation, risk mitigation, partnership, and approaches to allow the City and the Contactor to more effectively achieve the City’s priorities as stated in Section 3.1.

The City will consider proposed variations during the proposal evaluation process and may wish to discuss desirable variations during interviews and include desired variations in the final contract, as negotiated.

4. PROPOSER INFORMATION

4.1. Registration Requirement

Before submitting a Proposal, each Proposer shall email the City Contact a request for the Proposal Documents and register the name, email address, and phone number for the Proposer’s employee to whom RFP addenda and related information should be directed. The City may not provide addenda or other information to any Proposer that has not provided written registration notice as required to participate in this RFP process.

4.2. Examination of Proposal Documents

Before submitting a Proposal, each Proposer shall, at the Proposer’s own expense, make or obtain any additional examinations, investigation, research, and studies, and obtain any additional information and data that may affect costs, implementation, progress, City of Sammamish Solid Waste Collection RFP 8 performance, or furnishing of the Services or equipment required under the Base Contract that the Proposer deems necessary to factor into its Proposal.

Each Proposer shall conduct any investigation of the City Service Area deemed necessary by the Proposer to submit a responsive Proposal. These may include projected customer counts, types and quantities of customer-owned equipment, markets, processing facilities, local conditions that may affect costs, implementation, progress, performance, or furnishing of the Services or equipment required under the Base Contract.

Proposers are expected to be knowledgeable about the Service Area, to understand the city’s terrain, streets, and alleys, and to be knowledgeable concerning the locations for garbage cans, carts, detachable containers, and other receptacles used for garbage, recycling, and organics collection. Proposers are also expected to confirm and assure to the City’s satisfaction that their equipment and personnel can make the collections and provide the Services called for under the Base Contract.

Proposers are expected to be knowledgeable about customer service, service standards, complaint resolution, quality management, applicable municipal codes, and other matters necessary to ensure and provide high quality customer service throughout the term of the Contract.

Proposers should consider federal, state, and local laws, statutes, ordinances, regulations and other applicable laws, executive orders, and/or guidelines that may affect costs, implementation, progress, performance, or furnishing of the Services or equipment required under the Base Contract, including, but not limited to, applicable regulations concerning: industry wage rates; nondiscrimination in the employment of labor; minority and women-owned business enterprise requirements; protection of public and employee safety and health; environmental protection; protection of natural resources; fire protection; emergency preparedness; solid waste handling facility standards and permits;

and other permits, taxes, and fees.

4.3. Interpretations

Proposers should carefully review the Proposal Documents during the pre-release industry review period and inform the City in writing of any questions, comments, or objections to any document or portion of the Proposal Documents, including but not limited to the Base Contract requirements. Potential Proposers shall include objection to any terms of the Base Contract that the Proposer is unable to meet and/or terms that the Proposer believes are preferential to a particular party.

Once the RFP is released, all questions concerning the meaning or intent of the Proposal Documents and notifications concerning any conflicts, errors, omissions, or discrepancies in the Proposal Documents should be emailed to the City Contact as part of the Proposer Questions. RFP questions should be received by the due date and time listed in the Schedule Section in order to be considered. The City will respond to all questions via written addenda to this RFP to all Proposers who have registered to participate in this RFP process as required under Section 4.1. Proposers shall note receipt of all addenda on the completed Certification of Proposal Form submitted with the Proposal. The City

City of Sammamish Solid Waste Collection RFP 9 reserves the right to modify the proposed Base Contract or any of the other Proposal Documents prior to the receipt of Proposals.

4.4. Representations

The submission of a Proposal shall constitute an incontrovertible representation by the Proposer that the Proposer has complied with every requirement of these instructions, that without exception, the Proposal is premised on Proposer being able and willing to perform and furnish the Services, labor, and equipment required by the Proposal Documents by such means, methods, techniques, sequences, or procedures as are required by the Proposal Documents, and that the Proposal Documents are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance and furnishing of the Services and equipment required under the Base Contract.

4.5. Modification or Withdrawal of Proposals

By submitting a Proposal, the Proposer is making a binding offer to complete good faith negotiations on a final contract substantially consistent with the Proposer’s Response to RFP and the Base Contract attached to this RFP, except as may be modified only by mutual agreement during the Contract finalization process. Prior to the time and date designated for receipt of Proposals, any Proposal submitted may be modified or withdrawn by written notice to the City. The Proposer shall provide such notice in writing to the City Contact and shall include the signature of the Proposer. Notice of a Proposal modification or withdrawal shall only be considered by the City if the City receives it before the time and date set for receipt of Proposals. A late modification or withdrawal request may not be recognized and, in that event, the City may consider the originally submitted Proposal.

4.6. Public Documents and Disclosure

Under Washington State law, including without limitation Chapter 42.56 RCW, Public Records Act, the documents and other records submitted in response to this RFP are public records upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempted by a specific provision of law. If the City receives a request for inspection or copying of such documents and other records, it will make an effort to promptly notify the Proposer of such request so that the Proposer may choose to pursue a court order prohibiting or conditioning the release of such documents. The City assumes no contractual obligation to enforce any exemption. The City intends to disclose all sealed rate portions of the Proposals after they are opened to all Proposers. Proposers are cautioned not to include any confidential or proprietary information with their Proposals that they do not want disclosed, and the City shall not be liable or responsible for the disclosure of any confidential or proprietary information.

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4.7. Proposer Costs

The City shall not be responsible for any costs incurred by any Proposer or agents thereof in preparing, submitting, or presenting its response to the RFP, interview process, or by accommodating any City inquiries made during evaluation of Proposals, or any expenses incurred in connection with the finalization and execution of the Contract.

4.8. Proposal Security Bond

Each Proposal shall be accompanied by a Proposal Security Bond (PSB) made payable to the City of Sammamish in the amount of fifteen thousand dollars ($15,000) and in the form of the PSB as provided in the Proposal Forms.

The PSB from the Selected Proposer shall be retained by the City until that Proposer has executed the Contract and furnished insurance and a performance and payment bond as required pursuant to the Contract, whereupon the PSB shall be released. If the Selected Proposer fails to execute and deliver the Contract, as negotiated, and fails to deliver required Contract documents within one week after the Contract is finalized and ready for execution, the City may withdraw its offer to contract with the Selected Proposer, and the PSB of that Proposer may be forfeited.

In that event, the PSB of the Selected Proposer shall be retained as liquidated damages by the City, and by submittal of a Proposal, the Proposer agrees that this sum is a fair minimum estimate of the damages that the City will sustain in the event that the Selected Proposer fails to execute the Contract or furnish proof of insurance acceptable to the City. In that event, the City retains the Selected Proposer’s PSB to compensate the City, in part, for its time and expenses incurred during the Proposal and contract negotiation process. The City does not waive its rights to recover additional damages it incurs above the PSB amount.

The PSB of other Proposers may be retained by the City until after the Contract execution, or 180 days after the Proposal due date, whichever is earlier, whereupon the PSB furnished by such Proposers shall be released.

4.9. Process Integrity Requirements

Each Proposer is individually and solely responsible for ensuring compliance with the following Process Integrity Requirements. This responsibility extends to Proposer’s employees, agents, consultants, lobbyists, or other parties or individuals engaged for purposes of developing or supporting Proposer’s Proposal or proposed Services.

Proposers shall comply as follows:

• All solid waste related communications shall go through the City Contact.

• Proposers or their agents shall not contact other City staff, appointed or elected officials, consultants retained by the City, or other City agents regarding current or future solid waste collection Services from the time the industry review version of the draft RFP is made available to prospective Proposers until the time a final

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Contract and/or City recommendation of Selected Proposer is made public in the City Council Agenda Packet.

• When seeking information from the City to prepare a response, a Proposer shall place its reliance only on information, RFP materials, and Addenda provided in writing by the City’s Contact and distributed to all registered Proposers. The City shall not be liable or responsible for inaccuracies or incomplete information found outside of the RFP and Proposal Documents, including any attachments. Any reliance on other City information and publications may result in a non-responsive Proposal due to inaccurate or incomplete information.

• Any information and materials included by a Proposer for City consideration during the Proposal evaluation and selection process should be included as part of the original Proposal, unless additional information or materials are submitted in response to a specific request from the City’s Contact.

A Proposer may be disqualified and, if so, shall forfeit its PSB if the City, in its sole discretion, determines the Proposer has failed to comply with the specific Process Integrity Requirements, has undermined the City’s intention of conducting a fair and transparent competitive procurement process, or has otherwise substantially diminished the City’s ability to award a Contract in a timely manner and free of contention. The City reserves the sole right to disqualify any Proposer at any point in the process prior to Contract award for failure to comply with the Process Integrity Requirements. The City also reserves the right to disqualify any Proposer, at any time, for fraud, any material misrepresentation, illegal conduct, or any act or omission that the City determines potentially or actually reflects poorly on the City.

4.10. Non-Collusion

By submission of this Proposal, each Proposer and each person signing on behalf of a Proposer certifies, and in the case of joint Proposals, each party certifies as to its own organization, under penalty of perjury, that to the best of his/her knowledge and belief:

• This Proposal has been arrived at independently, without collusion, consultation, communication, or agreement with any other respondent or competitor, for the purposes of restricting competition or as to any matter relating to price.

• Unless otherwise required by law, the prices and rates and conditions quoted in this Proposal have not been knowingly disclosed by a respondent and will not be disclosed by a respondent directly or indirectly to any other respondent or competitor before Proposals are opened.

• No attempt has been made or will be made by the Proposer to induce any other person, partnership, or corporation to submit or not to submit a Proposal on any portion of the project work. If collusion is uncovered, the City maintains the right to reject all Proposals from those parties.

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4.11. Title VI

The City of Sammamish, following Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. 2000d et seq.) and the Regulations, hereby notifies all Proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement will be afforded a full and fair opportunity to submit Proposals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

4.12. ADA Information

The City of Sammamish, in accordance with Section 504 of the Rehabilitation Act of 1973 (Section 504) and the Americans with Disabilities Act of 1990, 42 U.S.C. § 12101 et seq.

(ADA), commits to nondiscrimination on the basis of disability, in all of its programs and activities. This material can be made available in an alternate format by contacting the City’s Contact.

5. PROPOSAL

5.1. Proposal Preparation Format

The Proposal should follow the format outlined below and should include the required content in sequential format.

The City does not require financial statements to be provided as part of Proposal submittals; however, the City reserves the right to request supplemental materials from Proposers to demonstrate to the City’s satisfaction that any Proposer is fully capable to undertake this Contract and its associated Services.

A. Executive Summary

Provide a brief overview of the entire Proposal and highlight the key aspects of the Proposal (maximum four pages).

B. Management and Qualifications

Experience: Describe the experience of your team (both individuals and the corporate, partnership, or entity team) in providing the Services requested in this RFP. Describe similar projects and include the general scope of Services, annual revenues, tonnages, and number of customers. Describe any major problems encountered in establishing service, collecting solid waste, or collecting, processing, and/or marketing recyclables or organics, along with a description of how such major problems were resolved to the satisfaction of customers.

Resumes: Supply the names and brief experience of the staff involved in performing substantive responsibilities required under the Contract and who will be directly responsible for implementation of the Contract. At a minimum, include the general manager, operations manager(s), financial officer, education and customer outreach

City of Sammamish Solid Waste Collection RFP 13 manager, customer service manager(s) (or equivalent positions), and other personnel with whom the City will have regular contact with during the administration of the Contract.

Describe the ownership, managerial, and/or fiduciary role of each of the participating companies. Include the names, entity affiliation, telephone numbers and email addresses of key individuals integrally involved in the Proposal.

Provide an organizational chart or other means of explaining the interrelationships between the team members.

Proposer Identification: Provide the name and contact information of your company, Proposal contact, parent company (if applicable), and person signing the Proposal.

Provide the names of companies that will share significant and substantive responsibilities with you, as joint venture partners or in another manner, in performing under the Contract.

Include documentation that the Proposer is duly organized and validly operating in Washington state as a provider of the Services requested in this RFP and that the Proposer is in good standing and licensed to do business in the city. If the Proposer is not licensed to do business in the city, then the Proposer shall provide a sworn statement that it will secure a City business license if selected as the Successful Proposer prior to executing the Contract.

Litigation and Violations: List any entity, partner, holding company, or subsidiary involved in the Proposal, or any corporate officer, that has been involved within the past five years in any litigation or arbitration including any action or claim: arising out of the procurement or performance of a municipal solid waste collection contract; arising out of performance of a processing or marketing contract; arising or connected with violation of state or federal anti-trust laws; arising from or connected with allegations of corrupt practices; or arising from operating permits and other operating requirements, including local, state and federal rules or regulations. In the case of national companies with multiple affiliated regional companies, the above disclosure should be limited to Pacific Northwest (Washington, Oregon, Idaho, and British Columbia) operations and personnel.

Summarize the general circumstances of each action or claim to the extent authorized by the non-disclosure provisions (if any).

Subcontractors: List all items of work or elements of the Services to be performed by subcontractors, and the names and qualifications of the subcontractors.

References: Provide references and contact information for projects similar to the Base Contract. These references should have direct operational management responsibility over the Proposer’s contract and full knowledge of the Proposer’s detailed performance provided under that contract. These references should be local government staff and not elected officials.

C. Collection Operations

Fleet: Describe collection vehicles including fuel type, features and signage.

City of Sammamish Solid Waste Collection RFP 14

Equipment & Containers: Describe both new and used collection equipment and containers to be used under the Base Contract in relation to the Base Contract specifications. List the equipment and supplies to be purchased from vendors including delivery time.

Facilities: Describe the location, structures, staffing, size, and capacity of your proposed maintenance, operations, and other facilities that would support this Contract.

Subcontractors: Identify any subcontractor used for customer-facing operations, such as container delivery or maintenance.

Software: Describe and provide examples of software programs used for collection operations including your route management system and on-board system.

Contamination Reduction Plan: Provide your preferred Contamination Reduction Plan and address how you will successfully ensure that incoming materials are free of unacceptable contamination, including thresholds for tagging and collecting versus tagging and leaving containers, contacting customers, monitoring, differences between sectors, etc.

Surface Water Protection: The City actively works to protect its water resources, including surface and groundwater. Describe how you would ensure that all containers do not leak and have tight fitting lids that close and that they are always closed after servicing. Describe how you would ensure that compactors do not leak during operation, or during or after servicing. Describe how you would ensure that collection vehicles do not leak or spill and describe your cleanup procedures in the event of leaks or spills.

Transition: If Proposer would be a new service provider for the City, describe how you would work with the existing contractor to ensure a smooth transfer of information and container exchanges in a timely manner prior to the Date of Commencement of Service.

D. Disposal and Processing

Identify the destination for all collected materials. If more than one recycler or composter will be used, identify the expected proportion of loads destined for various destinations and the criteria for routing trucks to a particular facility.

Recycling Facility: Describe your proposed recycling processing facility, including location, processing capability, and capacity for materials collected under the Base Contract. Address how commingled materials are currently processed and the average residual rate. Describe how the proposed processing facility chooses recycling markets and ensures that collected materials are remanufactured into new products rather than high-graded and partially recycled or used as fuel. If your proposed recycling processing facility is planned, but does not currently exist, please identify a fully permitted and operational facility that could serve as your primary facility if your proposed facility is unavailable at the Date of Commencement of Service.

Composting Facility: Describe your proposed organics processing facility(ies), including location, processing capability, and capacity for materials collected under the Base Contract. If your proposed composting facility is planned, but does not currently exist, City of Sammamish Solid Waste Collection RFP 15 please identify a fully permitted and operational facility that could serve as your primary facility if your proposed facility is unavailable at the Date of Commencement of Service.

E. Customer Service and Collection Support

The City considers customer service to be a very important aspect of this solid waste collection services Contract.

Overall Customer Service: Outline your overall approach to customer service and how the various elements of customer service work together to provide excellent customer service and enhance two-way communications between Contractor and customer.

Describe your billing support and customer service support experiences in other cities with collection operations and customer services similar to those specified in the Contract.

City Support: Describe your approach to effectively partnering with City staff including providing service updates, material review, collaborating on new outreach programs, reporting, etc.

Call Center: Provide the location and staffing levels at your call center. Provide the current average speed to answer times for cities in the local area. Describe staff training and how staffing levels are established and modified to ensure timely customer service.

Describe the procedures and aids used by call center staff to address calls from different service areas without delaying responses to customers.

Billing: Describe your customer billing process, provide a sample bill, and list the various methods in which customers can pay.

Service Requests: Describe the various methods in which customers can access information and submit service requests. Describe how you respond to service requests aligned with the requirements specified in the Contract including tracking, staffing adjustments, response times, etc.

Missed Collections: Describe your procedures for handling “missed” collections. How do you improve services for those customers who repeatedly report justified misses? How do you handle customers who repeatedly report unwarranted misses?

Innovations: Describe your recent innovations in providing customer service such as new technology on trucks or new methods/technologies to better communicate with customers.

Software: Describe the equipment and software used to maintain route lists, customer service histories, and the ability to provide City-requested reports of customer-specific information and data.

Transition: Describe your experiences on how the transition between a previous contractor and your entity was handled, and how your entity developed accurate customer service level and billing data in the event the predecessor’s records were unavailable or incomplete.

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F. Implementation Plan

Describe your proposed transition and implementation plan including a timeline to ensure an efficient and successful implementation of service provisions as outlined in the Base Contract. Identify major issues and potential challenges. Discuss customer information, promotion and notification, customer service, customer response, procurement and delivery of vehicles, containers, and other equipment, contingency plans and other considerations that will ensure successful transition and implementation of the comprehensive Services under the Base Contract.

G. Public Information, Education, and Outreach

Waste reduction and diversion are important to the City. Describe your overall approach to public education and outreach.

Single-family Outreach: Describe programs and provide examples of materials used to encourage single-family recycling and organics programs. Address how materials will be distributed and how residents seeking additional information will be accommodated during program introduction. Detail how your approach will increase participation and diversion levels while decreasing contamination. Detail your approach to reducing contamination. Describe how successful pilot projects will be scaled citywide.

Multifamily/Commercial Outreach: Describe how you will promote multifamily/commercial recycling, increase multifamily/commercial recycling levels, and reduce contamination levels. Detail the communications, outreach, and assistance methods as well as technological or operational innovations you propose. Provide examples of where your approaches have been effective, how effectiveness is measured, and also provide informational materials developed and used by your staff. Describe how programs will be maintained to ensure success through multifamily/commercial turnover.

Outreach Program Summary: Provide a chart summarizing all public information, education, and outreach programs, and the levels of resources provided for each function or program. Identify functions or programs that are performed as part of the Base Contract requirements versus additional or enhanced outreach or incentive programs that are additional to the Base Contract requirements.

Website Mock-up: Provide a mock-up of your proposed Sammamish-specific website, encompassing a majority of the contract requirements. Please note which languages outside of English will be supported on your website.

H. Base Contract Modifications and Variations

All Proposals shall be based on the Base Contract included with the RFP, without alteration. Submissions contingent on an alternative Contract cannot be reasonably compared with competing Proposals and may be considered non-responsive. Proposers will note that some provisions in the Base Contract address requirements that may be included (or deleted) depending upon the alternatives the City selects. However, Proposers may identify specific Base Contract provisions that they believe unreasonably affect costs for the City’s consideration.

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For each proposed Base Contract modification, the following format should be followed to maintain consistency between Proposals:

• Clearly indicate the reason for the requested change.

• State whether the proposed change is an integral requirement of your Proposal or is a non-mandatory preference.

• Propose alternative contract text.

• Provide the rate impact to your Proposal (or “no rate impact” if none) resulting from the proposed change. The listed rate impact shall reflect the annual rate change of the proposed modification and shall be identified in dollars with a “+” representing an increase and a “-” representing a decrease in annual aggregate rates.

For example, if the requirement for all new collection vehicles unreasonably affects costs, then Proposers may suggest specific alterative requirements along with an initial annual rate impact.

I. Alternatives

Proposers should provide context and additional information for their alternative price responses as part of their Proposal.

J. Forms

The attached forms should be completed in full. Proposers should provide complete and detailed responses to each question. If the Proposer fails to do so, its Proposal is likely to be deemed non-responsive and may be rejected by the City. All Base Contract Services and alternatives should be priced on the Proposal Price Form to be considered responsive.

• Proposal Price Form

• Proposal Non-price Forms

Form 1: Cover Sheet and General Information

Form 2: Contractor’s Proposal Deposit Surety Bond

Form 3: Identification of Performance Security

Form 4: Certification of Proposal - Declaration and Understanding

During the execution of the Services, the City shall consider information submitted by the Selected Proposer to be binding, and any substitutions or deviations from the information provided may only be approved in writing by the City.

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K. Attachments

The Proposer may attach additional documents that are relevant to the Proposal. Please do not attach unnecessary vendor information, letters of support, or other extraneous materials.

5.2. Submission of Proposals

Proposers should submit an electronic packet of its Proposal and all Proposal Forms via BidNet. The electronic copy shall be in PDF format, less than 10 MB. In addition, Proposers should submit an additional copy of Proposal Price Form in Microsoft Excel format.

6. PROPOSAL EVALUATION

The City intends to provide a fair, open, transparent, and competitive RFP process and Proposal evaluation. Proposals shall be evaluated with quantitative review of proposed prices and qualitative review non-price elements, including Proposal content, reference checks, interviews, and/or site visits. The City’s Proposal evaluation committee shall review all Proposals under the steps and criteria described below with the highest combined price and qualitative scoring used to identify a recommended Selected Proposer.