SMMP RFP FINAL for RELEASE 9.13 - signed 09.08.2023.pdf

REQUEST FOR PROPOSALS

for

DEVELOPMENT OF A

SUSTAINABLE MATERIALS MANAGEMENT PLAN

Benton County

4500 SW Research Way

Corvallis, Oregon 97333

Issue Date: September 13, 2023 Response Due

Date:

November 8, 2023, 2:00 pm Pacific Standard Time

Table of Contents SECTION I – REQUEST FOR PROPOSALS and SCOPE OF WORK

A. Plan Purpose

B. How will the Sustainable Materials Management Plan be used?

C. Plan Duration

D. Scope

1. Authority

2. Geographic scope

3. Specifying the Scope

E. Planning Priorities:

1. Measuring Impacts

F. Plan Elements:

1. Community engagement

2. Complete life cycle impacts of materials

3. Funding and Administration

G. Estimated Schedule

SECTION 2 - GENERAL PROVISIONS

A. Administrative Information

B. Pre-Proposal Meeting

C. Submittal Costs

D. Proposal Submittal Copies Required

E. Submittal Deadline

F. Proposal Opening

G. Modification or Withdrawal of Proposal

H. Publicity

I. Proposal as a Public Record

SECTION 3 – FORM OF PROPOSAL and RESPONSE

A. Title Page

B. Table of Contents

C. Technical Proposal Section 1: Qualifications of Proposer & Staff (60 points)

D. Technical Proposal Section 2: Work Plan (30 points)

E. Price Proposal/Cost (10 Points)

F. Insurance (Mandatory)

SECTION 4 – EVALUATION, SELECTION , AND AWARD

A. Evaluation Criteria

B. References

C. Question and Answer Panel

D. Interviews

E. Selection and Negotiations

F. County Contracting Discretion

G. Notice of Letter of Intent to Award

H. Contract Award and Protest Procedure

SECTION 5 – BACKGROUND

A. Benton County Description

B. Material Life cycles

C. Waste Generation and Management

D. Stakeholder Engagement

E. Regulatory Environment

GLOSSARY:

EXHIBIT A: SAMPLE CONTRACT

EXHIBIT B: ADVERTISEMENT FOR PROPOSALS

SECTION I – REQUEST FOR PROPOSALS and SCOPE OF WORK

The 2022-23 solid waste process work group (“Benton County Talks Trash”) was charged to develop a common base of solid waste information, provide a history of solid waste and the Coffin Butte Landfill, and outline the scope of a long-range sustainable materials management plan.

Following on the recommendations of the work group, Benton County is shifting from traditional “solid waste management” focused on end-of-life management, to a “sustainable materials management” approach, which considers impacts across the complete life cycle of materials for decision-making.

Benton County seeks proposals from qualified proposers to develop a local/regional1 Sustainable Materials Management Plan. The plan will help the County and others implement specific actions to reduce waste and reduce the life cycle impacts of materials, including materials management in the end-of-life phase. The plan will be much more than a “landfill plan”.

The plan will analyze current and proposed materials management systems (including waste prevention, collection, recovery, and disposal) for environmental, health, social, and economic costs, benefits, and opportunities across the complete life cycle of materials. The plan will address the regional nature of materials life cycles and emphasize regional approaches to sustainable materials management, while highlighting unique collaborative resources available to help Benton County leverage collective regional solutions for maximum impact. The plan will be developed with extensive public engagement and will be designed to include principled engagement for intentional, constructive community feedback.

A. Plan Purpose.

The sustainable materials management plan should accomplish three primary purposes. It should:

- Provide Benton County with a plan to significantly reduce negative and maximize positive environmental, health, social, and economic impacts of materials;

- Explore innovative opportunities across the complete life cycle of materials to address current and future County needs; and

- Provide a plan that leverages regional approaches/outcomes through extensive collaborative engagement across the materials lifecycle.

B. How will the Sustainable Materials Management Plan be used?

Benton County anticipates adopting the plan as a strategic guide to implement actions that improve materials management and lead our community forward through the 21st century. The County Board and staff will consider the plan’s analyses and recommendations to make decisions for each stage of the Sustainable Materials Management Plan. The County will invite other jurisdictions, agencies, partners, and communities to collaborate on the plan’s development and implementation.

C. Plan Duration.

1 This RFP uses the general term “regional” throughout. For a preliminary understanding of the scope of the term, please see the Glossary at the end of the RFP.

https://www.co.benton.or.us/sites/default/files/fileattachments/community_development/page/8208/bctt_final_report_4-11-2023.pdf

The plan should include long-term strategies (at least to 2040) and short-term actions (1-5 years).

D. Scope.

The scope of the plan is inherently broader than a typical solid waste management plan. Addressing impacts of materials across their complete life cycles requires collaboration across jurisdictional and geographic boundaries. Engaging with a broad scope of authority and geography will enable the plan to better address impacts in a variety of life cycle phases.

1. Authority

Benton County’s direct authority over the materials management system, and impactful elements of the system, is limited. This plan requires addressing diverse elements which are within the County’s existing jurisdictional authority and regulatory control, outside of the County’s regulatory control but within the County’s collaborative influence, and of interest or concern but outside of the County's influence or regulatory control.

The plan will analyze existing conditions with respect to the County’s authority and may include recommendations which expand the spheres of regulatory control, collaborative influence, or overall challenges and opportunities (figure 1). The plan will address how the County can be good stewards of those elements the County controls, while being good partners in addressing additional needs collaboratively with other jurisdictions, partners, and stakeholders.

• Sphere of regulatory control: Existing Benton County authority and regulatory control include County’s solid waste franchise administration, County code, and materials management programs offered.

• Sphere of collaborative influence: Collaborative influence and partnership opportunities include partnerships in which Benton County can play a role. These currently include roles and responsibilities of other jurisdictions, agencies, waste generators, and service providers. This also includes specific management decisions within the solid waste franchisee’s authority.

• Sphere of Overall Materials Management Challenges and Opportunities: Shared needs, concerns, or interests may be addressed through expanding collaboration and influence. This includes potential impacts which are outside of partner authority or not yet well-characterized.

Figure 1. Conceptual representation of spheres of regulatory control, collaborative influence, and overall materials management challenges and opportunities.

The scope of this plan as it relates to the County’s authority will be determined by the potential to reduce impacts across the life cycle of materials.

2. Geographic scope

The geographic scope of this plan is intended to be regional, within the context of Benton County’s role in reducing the impacts of materials, to reflect the regional nature of the materials management system, and the impacts of materials. For example, Benton County hosts a privately owned and operated regional landfill and a regional compost facility which each accept a majority of waste from many other counties. Other material recovery facilities, transfer facilities, and hazardous waste disposal facilities are hosted within different counties. Outside of the post-consumer disposal phase, significant life cycle impacts occur outside of Benton County through the production and supply chain, transportation, wholesale and retail, and use life-cycle phases. In each of these examples, collaboration with other jurisdictions and partners from outside Benton County is required to adequately address the life cycle impacts of materials.

3. Specifying the Scope

The successful proposer will, as a first phase of the plan development, engage with stakeholders at various scopes of authority and geography to help the County finalize a Scope of Work for the plan. This process includes evaluating regional interest and willingness for partnerships on planning elements. This may also include an assessment of the “Benton County Talks Trash” Solid Waste Process Work Group report, a community engagement and consensus-seeking project completed in April, 2023. The outcome of this stage will be further identifying stakeholders, resources, priorities, and evaluation metrics.

Stakeholders engaged in this part of the process may include, but are not limited to, regional jurisdictions and governmental agencies, business and industry organizations, advocacy groups, community organizations, higher education, under-represented groups, and youth/student organizations.

E. Planning Priorities:

The Sustainable Materials Management Plan should use the 2040 Thriving Communities Initiative as a lens to frame our communities’ Core Values. Priority will be given to elements which have the highest potential to reduce the negative impacts of and maximize positive opportunities for materials across their life cycles. The plan will emphasize systemic possibilities for improvement.

1. Measuring Impacts

The cost and benefit analyses will generally prioritize elements which have significant environmental, health, social, and economic impacts across the complete life cycle of materials. Broad metrics are listed below, and specific metrics will be developed through extensive public engagement as a primary stage of the planning process, after a proposal has been selected. Through previous community engagement processes, the community has identified several impact metrics as concerns (primarily associated with local landfill disposal). This plan will go beyond disposal impacts and address impacts across the https://www.co.benton.or.us/sites/default/files/fileattachments/community_development/page/8208/bctt_final_report_4-11-2023.pdf https://www.co.benton.or.us/sites/default/files/fileattachments/community_development/page/8208/bctt_final_report_4-11-2023.pdf https://www.co.benton.or.us/2040 complete life cycle of materials. These categories are inherently linked to one another, and analyses may have overlapping elements. The proposer may use established best practices and protocols for evaluating impacts across the full life cycles, including metrics used by the US Environmental Protection Agency and Oregon Department of Environmental Quality. The proposer may use metrics most appropriate for various materials and life cycle phases.

o Environmental – Metrics may include greenhouse gas emissions and climate change, water quality, air quality, natural disasters, extreme weather, toxicity, and environmental justice.

o Health – Metrics may include water quality, air quality and particulates, soil health, PFAS, microplastics, and health equity.

o Social – Metrics may include equity, property values, home availability, and quality of life.

o Economic – Metrics may include business and industry opportunities, financial costs and benefits, and economic justice.

F. Plan Elements:

The list below briefly summarizes some potential elements of the scope of work. The successful proposer may, however, include any topics that appropriately address or inform the purpose described above. The County intends to further develop topic-specific analyses with the successful proposer, as informed through community engagement. Each of these plan elements should reflect a scope (geographic and authority) to best reduce the impacts of materials across their life cycles. The plan should be completed in stages, to the extent possible, to engage and inform stakeholders throughout the process. The plan should communicate the extent to which recommendations are tangible or intangible, and provide recommendations on next steps to elements which require further planning beyond the scope of the plan. The plan should consider na�onal, state and local goals, vision documents (DEQ’s Materials Management in Oregon 2020 Framework for Action), plans, policies, ordinances, etc.

rela�ng to materials management and climate change, along with examples of values and goals expressed in state and local jurisdic�on materials management plans.

1. Community engagement

The plan must remain inclusive and accurately represent the affected region. The successful proposal must include ample �me and frequent opportuni�es for focused, inten�onal community engagement.

One key ques�on that should remain open for explora�on throughout the process is, “who should be represented in the process?” The plan must consider information and work completed by the “Benton County Talks Trash” Solid Waste Process Work Group. The planning process will include engagement with stakeholders within Benton County as well as stakeholders throughout the region.

2. Complete life cycle impacts of materials

Analyze impacts across the complete life cycle of materials. This analysis should iden�fy key life cycle stages, materials, and management strategies that are par�cularly impac�ul, while considering future impacts of climate change and regional carrying capacity. Circular economic principles should be https://www.oregon.gov/deq/mm/Documents/mmFramework2020.pdf https://www.co.benton.or.us/cd/page/solid-waste-process-work-group https://www.co.benton.or.us/cd/page/solid-waste-process-work-group evaluated. An equity component of this analysis should address the impacts to tradi�onally underserved popula�ons.

a. Upstream life cycle stages

Identify methods to reduce negative impacts and maximize positive opportunities throughout upstream life cycle stages, prior to post-consumer disposal. Evaluate the County’s role in emerging state legislation and provide effective strategies to participate. This analysis should identify waste prevention, reduction, reuse and repair options, including resources, education opportunities, programs, and policy options. This analysis should include options addressing food waste and construction and demolition material, as well as options for addressing other sources. This element will also strategize expanding and engaging in collaboration opportunities outside of the County’s sphere of control.

b. End-of-life stages

Waste stream analyses: Analyze waste generation in Benton County and throughout the region. This analysis should identify key sectors or industries and any unique waste streams (like medical waste) and provide recommendations on reducing the impacts of those waste materials generated. It should also provide waste generation forecasts.

Waste collection: Identify methods to reduce impacts from waste collection.

Analyze options for the County’s solid waste collection franchise, as well as collaboration opportunities with incorporated cities, as they relate to current and recommended recovery and disposal options. This analysis should consider the costs and benefits of transfer stations, recycling depots, and collection events. The analysis should consider national and international best practices.

Recovery: Identify opportunities and methods to reduce impacts of waste recovery.

Analyze options to meet or exceed waste recovery goals, while focusing on highest impact materials. This analysis should include options for recovering food waste and construction and demolition material. The analysis should also include options for material recovery facilities.

Disposal: Identify opportunities and methods to reduce impacts from disposal.

Analyze disposal impacts of waste generated by Benton County Wasteshed sources, as well as materials disposed in Benton County and generated by other wastesheds (including costs and benefits of hosting a regional landfill). The analysis should address alternative approaches to disposal, including alternative technologies outside of landfilling, as well as alternative landfill sites.

Hazardous materials: Identify hazardous materials in the waste stream and methods to reduce impacts from hazardous materials. Analyze collection, events, and facility options from a local and regional perspective.

3. Funding and Administration

Iden�fy opportuni�es for funding the sustainable materials management system overall and for specific recommenda�ons. Funding opportuni�es may include, but are not limited to exis�ng funding mechanisms, grants, partnerships, and funding from emerging legisla�on (e.g. Oregon Senate Bill 582 (2021)). Analyze administra�ve costs and benefits for each recommenda�on, including staffing. Recommend a governance structure for the proposed sustainable materials management system.

G. Estimated Schedule.

The following schedule is intended to provide general information about the SMMP RFP schedule. The County reserves the right to amend the schedule. Except for the deadline to submit proposals, and the Pre-Proposal meeting, Benton County will not notify proposers of any such schedule changes.

RFP issue date September 13, 2023 Pre-proposal meeting (optional) September 27, 2023 Deadline for questions or clarifications October 18, 2023 Answers to questions and clarifications issued October 25, 2023 Proposals due November 8, 2023 Evaluation Committee review November 15, 2023 Q & A panel November 28, 2023 Interviews (Public, Recorded) November 29, 2023 Ad Hoc Subcommittee Review/Recommendations

November 30, 2023

BOC Work Session - December 12, 2023 Notice of intent to award December 12, 2023 Intent to award December 20, 2023 Contract negotiations completed January 18, 2024 Begin plan development February 15, 2024

First step: Finish Scoping the Project February 15, 2024

This RFP sets forth the minimum requirements that all proposers shall meet. Failure to submit proposals in accordance with this RFP may result in rejection of the proposal. This RFP is issued under the authority of the Benton County Board of County Commissioners. All communications pertaining to this RFP shall be directed to the appropriate person as indicted herein:

BENTON COUNTY SINGLE POINT OF CONTACT (SPC)

Daniel Redick, Solid Waste and Water Quality Program Coordinator Benton County Community Development Department

Corvallis, Oregon 97333 Phone: (541) 766-6819 Email: Daniel.Redick@BentonCountyOR.Gov

All questions must be directed to Benton County Solid Waste Program, Attn: Daniel Redick.

Any material questions regarding the RFP – questions other than simple assistance with how to obtain or download a copy of the RFP, or site address, must be submitted in writing to the SPC via email or the US Postal Service. No other staff member will answer questions about this RFP.

mailto:Daniel.Redick@BentonCountyOR.Gov

SECTION 2 - GENERAL PROVISIONS

A. Administrative Information.

1. This RFP is issued under the authority of the Benton County Board of County Commissioners. The County follows Oregon Revised Statutes Chapters 279A and 279B in the procurement of services. All inquiries concerning the intent of the RFP or the contract information shall be directed to the Single Point of Contact (SPC):

BENTON COUNTY SINGLE POINT OF CONTACT (SPC)

Daniel Redick, Solid Waste and Water Quality Program Coordinator Benton County Community Development Department 4500 SW Research Way Corvallis, Oregon 97333 Phone: (541) 766-6819 Email: Daniel.Redick@BentonCountyOR.Gov

2. This Request for Proposals consists of the following items:

Section 1 – Request for Proposals/Scope of Services Section 2 – General Provisions Section 3 – Form of Proposal and Response Section 4 – Evaluation, Selection, and Award Section 5 – Background

Exhibit A Sample Contract w/ Insurance Requirements

3. All portions of the RFP should be completed as professionally as possible. An incomplete or uncoordinated submission can only be judged as indicative of the contractor’s capability and professionalism. If there are any proposed deviations from the RFP requirements please indicate the reasons for said deviation in writing.

4. Questions about the interpretation of this RFP shall be made in writing by October 18, 2023 to the SPC. Any supplements, interpretations, corrections, or other changes to the RFP will be made by written addendum by October 25, 2023.

5. All information submitted by a proposer shall be a public record and subject to disclosure, except as otherwise prohibited by Oregon Public Records Law.

6. A prospective proposer may file a protest with Benton County if the proposer believes that the procurement process is contrary to law or that the RFP is unnecessarily restrictive or legally flawed.

A solicitation protest must be received by the SPC no later than 7 days before the date proposals are due. Benton County shall consider any timely protests in accordance with ORS 279B.405.

7. All proposals shall contain a statement that the bid or proposal identifies whether the bidder is a resident bidder, as defined by ORS 279A.120.

mailto:Daniel.Redick@BentonCountyOR.Gov

8. Benton County may reject any bid not in compliance with all prescribed bidding procedures and requirements, and may reject for good cause any or all bids or proposals upon a finding of the County that it is in the public interest to do so.

B. Pre-Proposal Meeting.

An optional pre-proposal meeting will be held on September 27, 2023, at 1:00 p.m. This meeting will be an opportunity for prospective proposers to ask questions and request clarifications prior to submitting a proposal. The pre-proposal meeting will be held virtually. Following the meeting, minutes will be issued by Benton County via addendum. Statements made at the meeting are not binding upon unless confirmed by written addendum.

C. Submittal Costs.

The cost of submittals and any other expenses related to this RFP, including travel for interviews or inspections, shall be the responsibility of the proposer.

D. Proposal Submittal Copies Required.

Three (3) printed copies of the complete proposal, double-sided as appropriate, including all other documents required to be submitted with the proposal, shall be enclosed in a sealed envelope or container, and clearly marked on the outside as:

BENTON COUNTY SUSTAINABLE MATERIALS MANAGEMENT PLAN PROPOSAL

Additionally, the proposal submittal shall be submitted electronically via one single flash drive in a sealed envelope. No responsibility or liability will be attached to any County official, employee, or agent for the premature opening or failure to open any proposal not marked according to this instruction.

Submittal of a proposal shall indicate the proposer’s agreement to enter into the County’s form of contract. A sample contract is included in the RFP as Exhibit A.

E. Submittal Deadline.

Proposals must be physically received by November 8, 2023, at 2:00 p.m. PST according to the date/time stamp clock in the office of Benton County Community Development Department at 4500 SW Research Way, Corvallis, Oregon 97333. Daniel Redick, Solid Waste and Water Quality Program Coordinator is the person designated to receive the proposals.

F. Proposal Opening.

All proposals received in compliance with the instructions of this RFP will be opened no sooner than 4:15 p.m., November 8, 2023, at the Benton County Kalapuya Building, 4500 SW Research Way, Corvallis, OR 97333. The public will not attend the proposal opening. Proposals will be reviewed for compliance with instructions contained herein. Only those proposals in substantial compliance with this RFP will be evaluated and scored by the Evaluation Committee. Proposals received after the date and time specified in the advertisement and as contained herein, or not adequately prepared or in substantial compliance with the terms of this RFP, will be rejected and not considered for award of this contract.

G. Modification or Withdrawal of Proposal.

A proposal may not be modified, withdrawn, or canceled by the proposer for a ninety (90) day period following the time and date designated for the receipt of proposals. By submitting a proposal, the proposer agrees with the provisions of this subsection.

H. Publicity.

No contractor shall issue any news or media release, or otherwise seek publicity regarding this RFP unless, or until prior approval in writing is obtained from the SPC.

I. Proposal as a Public Record.

Proposals submitted may be available to the public in accordance with applicable public records laws.

However, information in a proposal that is exempt or conditionally exempt from disclosure under Oregon Public Record law may be treated as confidential by Benton County subject to any disclosure obligations under that law. If a proposer reasonably believes that information in a proposal meets an exemption or conditional exemption under Oregon law:

1. Each page of such information must be marked “Confidential Information”.

2. If Benton County receives a request for disclosure of information labeled confidential by the proposer pursuant to Oregon Public Records law, or a subpoena, Benton County will provide notice to the proposer before a response is due. The proposer has the responsibility to establish that such information is exempt from disclosure.

3. Proposer shall defend, indemnify, and hold Benton County harmless from any claim or administrative appeal, including costs, expenses and attorney fees related to a request to disclose information proposer has labeled as “Confidential Information”.

4. Information labeled “Confidential Information” must be readily separable from the rest of the proposal and statement of qualification in order to facilitate eventual public inspection of the non-confidential portion.

5. Benton County is entitled to use information marked “Confidential Information”, in whole or part, for evaluation purposes, and may make copies for this purpose. In addition, any document or information that becomes part of a subsequent contract is a public record.

6. Notwithstanding subsections 1-5 above, any restrictions related to information marked “Confidential Information” do not apply if Benton County has the right to, or has obtained the information from a source other than the proposer.

SECTION 3 – FORM OF PROPOSAL and RESPONSE

All respondents are required to submit the information detailed below. Responses shall be organized and presented in the order listed below to assist the County in reviewing proposals. Responses should be presented in appropriate detail to thoroughly respond to the requirements and expected services.

Benton County reserves the right to select portions of work from one or more proposals. Please segregate the pricing for each phase or deliverable in your proposal. Proposal must contain the following information:

The proposal must be organized in the following format. All proposals are to be typed in 8-1/2” x 11” format. Each of the required sections are to begin with a new page, and shall be tabbed separately. Each page shall be numbered in sequence. Proposals are limited to twenty pages, not including attachments (team member resumes and insurance). Three (3) printed copies of the proposal, double-sided as appropriate, will be required with the initial submission.

Proposals must be received by 2:00 p.m. on November 8, 2023, via mail or delivery.

Envelopes or packages must be clearly marked “Benton County Sustainable Materials Management Plan Proposal” and addressed to:

Benton County Community Development Department Attention: Daniel Redick, Solid Waste and Water Quality Program Coordinator 4500 SW Research Way Corvallis, Oregon 97333

A. Title Page.

The name and signature of the proposing company’s authorized representative, as well as their address and telephone number, must be provided. The proposal must be dated on this page. The discovery of any significant inaccuracy in the information submitted by the proposer shall constitute good and sufficient cause to reject the proposal.

The authorized representative’s signature will signify the proposer’s agreement and compliance with all requirements set forth in the RFP. In addition, the signature will certify the proposer’s acceptance of and responsibility for the following:

1. All data presented in the proposal is accurate and complete.

2. Proposer has read and understood the RFP and the proposal is made in accordance with the contents of the RFP, unless otherwise noted in the proposal.

3. The proposal and the prices contained in the proposal shall be valid for ninety (90) days after submission of the proposal.

4. The cost of submittals, and any related expenses, including travel for interviews, or inspections, shall be entirely the responsibility of the proposer.

5. Proposer has not discriminated, and will not discriminate, in violation of ORS 279A. 110(1), against any minority, women, or emerging small business enterprise, or against a business enterprise that is owned or controlled or employs a service-disabled veteran in obtaining a required subcontract.

6. Proposals for each category of service must be clearly identified in the proposal.

7. By signing and returning this proposal, the proposer acknowledges they have read and understand the terms and conditions contained in the RFP. If the RFP permits proposal of alternative terms or conditions, the proposal should include any non-negotiable terms and conditions, and any proposed terms and conditions offered for negotiation.

8. By signing and returning the proposal, the proposer also agrees to enter into the County’s form of contract. A sample is attached as Exhibit A herein.

B. Table of Contents.

A listing of all major, and sub-major topics and associated page numbers must be included.

C. Technical Proposal Section 1: Qualifications of Proposer & Staff (60 points).

1. Cover Letter.

a. Provide a cover letter indicating the firm’s interest in providing the service and other information that would assist the County in the review and selection process. Describe primary business experience of the proposer, the proposer’s overall mission statement, length of time in business, ownership, the location of the office, telephone number, e-mail address, website address, and other information that is pertinent and introductory in nature.

2. References.

a. Provide, at minimum, three references for similar work.

3. Proposer Experiences and Qualifications. (25 points)

a. What experience and qualifications does the firm have related to the scope of work?

Please provide relevant examples of successful projects, including projects with successful and unusual public and stakeholder engagement. Describe previous projects involvement with state environmental agencies, local jurisdictions, private landfills, other infrastructure, and complete life cycle analyses.

4. Staff (Project Team) Experience and Qualifications. (25 points)

a. What experience and qualifications do the individual project team members have?

What are the team member’s experiences evaluating sustainability, landfills, social impacts, and other plan elements listed above? What roles will each team member have on this project? Please provide examples of successful projects, including those with successful and unique public and stakeholder engagement. Please also provide information about each project team member’s availability and expected level of engagement with this project. Attach each team member’s resume to the proposal.

5. Social and environmental responsibility. (10 points)

a. Provide a description of the firm’s social and environmental responsibility.

D. Technical Proposal Section 2: Work Plan (30 points).

Points will be awarded based on the contractor’s understanding of the Scope of Work, and the appropriateness of the proposed approach/methodology; and the description of a detailed and logical plan for providing the elements requested herein. Responses should be complete, but concise. The responses should be in the same order in which the information is requested below. Provide the following information:

1. Approach to the Scope of Work. (20 points)

a. Describe the proposed approach and methodology to developing this plan, and accomplishing the elements outlined in the scope of work. This should demonstrate the proposer’s understanding of the project.

2. Project Schedule. (10 points)

a. Include a proposed project schedule, which outlines a schedule for specific tasks and activities.

E. Price Proposal/Cost (10 Points)

1. A price proposal must be provided, detailed by cost for each project task or activity. The proposal may include cost options for various levels of scope and timelines.

F. Insurance (Mandatory)

The contractor shall procure and maintain, at contractor’s sole expense, and at all times during the course of this contract, the kinds and forms of insurance as indicated on Exhibit A.

SECTION 4 – EVALUATION, SELECTION, AND AWARD

A. Evaluation Criteria

An Evaluation Committee will review, evaluate, score and rank the proposals that are determined to be in substantial compliance with RFP procedures and requirements. The following criteria and scoring will be the basis for the review and evaluation:

1. Title Page/Table of Contents Pass/Fail

2. Certification of Non-Discrimination Pass/Fail

3. Technical Proposal – Section 1 60 points

a. Experience, Capabilities and Resources of the Proposer. 25 points

b. Experience of project team members. 25 points

c. Social and environmental responsibility 10 points

4. Technical Proposal – Section 2 30 points

a. Approach to the scope of work. 20 points

b. Schedule. 10 points

5. Price Proposal/Cost 10 points

6. Insurance Requirements Pass/Fail

Total Points 100 points

B. References

Benton County will contact references for the top ranked proposals, based on the initial evaluation and ranking of those proposals.

C. Question and Answer (Q&A) Panel

Based on the initial evaluation and ranking, up to three (3) proposers may be invited to participate in a public question and answer panel on November 28, 2023. The public attendees will be encouraged to ask questions to the proposers on the panel, and each proposer will have an opportunity to respond to each question. Proposers selected to participate will be notified as soon as possible once the initial evaluation has been completed.

D. Interviews.

Based on the initial evaluation and ranking, up to three (3) proposers may be invited to attend interviews on November 29, 2023. Proposers selected to interview will be notified as soon as possible once the initial evaluation has been completed. Based on interviews, the Evaluation Committee will make a final evaluation and ranking, and make a recommendation to the Board of County Commissioners. The format and scoring of the interview process will be determined prior to scheduling interviews.

E. Selection and Negotiations

The County reserves the right to seek clarification of each proposal, and the right to negotiate a final contract that is in the best interest of the County. Contract negotiations with the highest ranked proposer shall be directed toward obtaining written agreement on:

1. Contract tasks, staffing, and performance measures and standards.

2. A maximum, not to exceed price which is consistent with the proposal, and fair and reasonable, and taking into account the estimated value, scope, complexity, and nature of the services.

Negotiations may be formally terminated if they fail to result in a contract within a reasonable time.

Negotiations will then ensue with the proposer with the second highest ranked proposal. If the second, or if necessary, third round of negotiations fails to result in a contract within a reasonable time, the RFP may be formally terminated.

F. County Contracting Discretion

Benton County reserves the right, in is sole discretion to:

1. Cancel this procurement and/or reject any or all proposals in accordance with ORS 279B.100

2. Waive minor irregularities in the proposals received.

3. Accept all or any part of a proposal in principle, subject to negotiation of the final contract details with the selected vendor.

G. Notice of Letter of Intent to Award

Benton County will issue a Notice of Intent to Award the contract in compliance with ORS 279B.135, and

OAR 137-047-0610.

H. Contract Award and Protest Procedure

A proposer may protest the award of a contract under RFP in accordance with BCC 2.805. A written protest must be actually received by the person designated for receipt of the proposals no later than 7 days after the Notice of Intent to Award is issued. The County will not consider late protests. The County will respond to protests in accordance with BCC 2.805.

SECTION 5 – BACKGROUND

A. Benton County Description

Benton County is a political subdivision of the State of Oregon located in central western Oregon, roughly 80 miles south of Portland, OR, and 30 miles east of the coast. Benton County has a population of about 98,000 people, including of the five incorporated cities: Corvallis, Albany (North Albany is partially within Benton County), Philomath, Adair Village, and Monroe, and several unincorporated communities. Corvallis is the largest city in Benton County with over 60,000 people and is home to Oregon State University. Approximately 20,600 people reside in unincorporated rural areas of the county, including about 16,200 outside of Urban Growth Boundaries. The US Census Bureau provides county-wide demographics, and the State of Oregon provides information about languages spoken in Benton County. The Benton County Wasteshed is comprised of waste generated within the County’s boundaries, including waste from incorporated cities (except North Albany) and unincorporated areas.

B. Material Life cycles

Oregon's consumption-based greenhouse gas (GHG) emissions in 2015 (Oregon Department of Environmental Quality’s latest greenhouse gas inventory published in 2018) show that 99.2% of the greenhouse gas emissions resulting from the consumption of materials in Oregon occur during the production and supply chain, transportation, wholesale and retail, and use life-cycle phases. 0.6% of emissions occur in the post-consumer disposal life-cycle stage, which includes emissions from landfilling (including methane), combusting, and composting post-consumer waste. While solid waste management planning typically focuses on materials’ end-of-life, Benton County aims to also address upstream impacts from life-cycle stages prior to post-consumer disposal to more effectively reduce impacts associated with the consumption of materials, including GHG emissions.

Benton County is shifting from a “solid waste management” approach, which focuses on end-of-life management, to a “sustainable materials management” approach, which considers impacts across the complete life cycle of materials for decision-making.

C. Waste Generation and Management

Figure 2. The complete life cycle of materials. Impacts occur throughout each stage of the life cycle.

https://www.census.gov/quickfacts/fact/table/bentoncountyoregon/PST045222 https://www.oregon.gov/languages/pages/common-language-county.aspx https://www.oregon.gov/languages/pages/common-language-county.aspx https://www.oregon.gov/deq/FilterDocs/OregonGHGreport.pdf

The Benton County Wasteshed generated approximately 102,000 tons of waste in 2021, disposing about 67,000 tons and recovering 35,000 tons to achieve a 34.4% recovery rate (Oregon DEQ). The Wasteshed has a recovery rate goal of 44% by 2025. Waste recovery, disposal, and waste generation are trending upward. The Benton County Wasteshed is part of a regional Mid-Willamette Valley waste stream, and part of the larger Oregon’s statewide waste stream.

Benton County administers a solid waste collection franchise for unincorporated areas, from which comingled recycling, mixed organics (food and yard debris), and disposal (landfill-bound material), are available to all residents and businesses county-wide through weekly curbside collection. Each incorporated city also has agreements with the same franchisee, providing at a minimum the same solid waste collection service as the unincorporated areas of the county. The local collection system does not use any transfer stations. At the direction of the solid waste collection franchisee, landfill-bound materials are disposed at Coffin Butte Landfill, mixed organics are composted at Pacific Region Compost (PRC, located near the Coffin Butte Landfill), and comingled recyclables are baled at a facility in Albany, Oregon and then transferred to a Material Recovery Facility (MRF) in Clackamas, Oregon for recovery.

Community members are also allowed to self-haul materials.

Solid waste generated in Benton County is primarily disposed at Coffin Butte Landfill located north of Corvallis in Benton County. The privately-owned and operated landfill has been in operation since the 1940s and is expected to fill its currently permitted air space volume between 2037-2039. The Benton County Planning Commission denied an application to expand the landfill in 2021, and the operator may submit another application to expand the landfill in the future. Approximately 1,046,000 tons of total solid waste was placed at the landfill in 2021. The Benton County Wasteshed generates roughly 11% of that total annual tonnage; most of the material originates in other wastesheds in the region. Benton County administers a solid waste disposal site franchise agreement, as the host county for the regional Coffin Butte Landfill.

D. Stakeholder Engagement

In September 2022, the Board of Commissioners charged a community-driven solid waste process workgroup to develop common understandings and recommendations for “implementing a constructive path forward relating to sustainable materials management and the future of solid waste disposal in the Mid-Willamette Valley, including at the Coffin Butte regional landfill.” Following that charge, over the next seven months the Benton County Talks Trash Workgroup developed a detailed report with consensus-based findings and recommendations for the Board’s consideration. The report includes detailed information and recommendations from the Workgroup regarding the development of a Sustainable Materials Management Plan. The Workgroup Report is available here.

E. Regulatory Environment

The Oregon legislature passed the Plastic Pollution and Recycling Modernization Act (Oregon Senate Bill 582 (2021)) in 2021, which is expected to significantly update Oregon’s waste and recycling system beginning in 2025. Some of the law’s updates include implementing a statewide recycling list of accepted materials, developing recommendations for recycling labeling, expanding access to recycling https://www.oregon.gov/deq/recycling/Documents/2021MRWGRatesReport.pdf https://www.oregon.gov/deq/recycling/Documents/2021MRWGRatesReport.pdf https://www.co.benton.or.us/sites/default/files/fileattachments/community_development/page/8208/bctt_final_report_4-11-2023.pdf https://www.oregon.gov/deq/recycling/pages/modernizing-oregons-recycling-system.aspx https://www.oregon.gov/deq/recycling/pages/modernizing-oregons-recycling-system.aspx https://www.oregon.gov/deq/recycling/Pages/Material-Lists.aspx https://www.oregon.gov/deq/recycling/Pages/Material-Lists.aspx https://www.oregon.gov/deq/recycling/Pages/tiltaskforce.aspx https://www.oregon.gov/deq/recycling/Pages/Local-Government-Needs.aspx services, reducing recycling contamination, and supporting local government recycling systems through an extended producer responsibility funding structure.

https://www.oregon.gov/deq/recycling/Pages/Local-Government-Needs.aspx https://www.oregon.gov/deq/recycling/Pages/gencontamination.aspx https://www.oregon.gov/deq/recycling/Pages/Local-Government-Compensation.aspx

GLOSSARY:

Circular economic principles: Materials management ideas which aim to “close the loop” of material life cycles, where materials system outputs (end-of-life) become system inputs (production) without degrading in quality, while minimizing wasted materials and externalities. Related frameworks include: sustainable materials management, circular economy, zero waste, and cradle-to-cradle.

Life cycle of materials: The stages of human-driven events and processes relating to the management of materials. The stages include: production and supply chain, transportation, wholesale and retail, use, and post-consumer disposal life-cycle phases.

Regional: Geographic scope of engagement with other jurisdictions and agencies related to sustainable materials management planning elements, which may include, but are not limited to, neighboring counties, jurisdictional sources of waste interacting with infrastructure within Benton County (e.g.

Coffin Butte Landfill), and jurisdictions with infrastructure or resources which may be potentially used for Benton County materials management (e.g. material recovery facilities).

Upstream: The events related to materials which happen before the material is disposed or recycled.

Upstream life cycle stages that occur prior to the post-consumer disposal life-cycle stage (which includes waste collection, landfilling, and recycling). Upstream life cycle stages include: production and supply chain, transportation, wholesale and retail, and use life-cycle phases.

Wasteshed: “A "wasteshed" is defined in Oregon law as an area of the state that shares a common solid waste disposal system, or an appropriate area in which to develop a common recycling system.

Individual Oregon counties are typically designated as wastesheds with three notable exceptions:

• The greater Portland tri-county area, consisting of Clackamas, Multnomah and Washington Counties, is designated as the Metro wasteshed.

• Milton-Freewater, a city within Umatilla County, is designated as a separate wasteshed.

• For most cities such as Albany that have populations in two counties, the entire city was included in the wasteshed that included the larger portion of the city population. The exception is Salem, where most of Salem is in the Marion (County) Wasteshed, but West Salem is included in the Polk (County) Wasteshed.” (Oregon DEQ)

EXHIBIT A: SAMPLE CONTRACT

https://www.oregon.gov/deq/recycling/Documents/2021MRWGRatesReport.pdf

BENTON COUNTY

GOODS & SERVICES CONTRACT

This is an agreement by and between BENTON COUNTY, OREGON, a political subdivision of the State of Oregon, hereinafter called COUNTY, and ___________________________________, hereinafter called CONTRACTOR.

WHEREAS, COUNTY has need for the goods and/or services of an individual or entity with the particular training, ability, knowledge, and experience possessed by CONTRACTOR, and

WHEREAS, this contract has been let under the small or intermediate procurement, RFP or sole source processes pursuant to Benton County Code (BCC)

ch. 2, and

NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree as follows:

1. TERM OF CONTRACT: This contract shall become effective upon signature, and shall terminate on June 30, 20__.

2. SERVICES TO BE PROVIDED: See Attachment B.

3. PAYMENT: $___________, to be paid upon completion of the services or delivery of the goods contemplated by this contract or within 30 days of receipt of invoice.

4. ASSIGNMENT/DELEGATION: Neither party shall assign, subcontract or transfer any interest in or duty under this agreement without the prior written consent of the other, and no assignment shall be of any force or effect whatsoever unless and until the other party has so consented.

5. STATUS OF CONTRACTOR: The parties intend that CONTRACTOR, in performing the services specified in this agreement, shall act as an independent contractor. Although COUNTY reserves the right to (i) determine and modify the delivery schedule for work to be performed and (ii) evaluate the quality of the completed performance, only CONTRACTOR shall have the control of the work and the manner in which it is performed. CONTRACTOR is not to be considered an agent or employee of the COUNTY and is not entitled to participate in any pension plan, insurance, bonus, or similar benefits COUNTY provides its employees.

CONTRACTOR will not be eligible for any federal social security, state workers' compensation, unemployment insurance, or Public Employees Retirement System benefits from amounts paid under this contract, except as a self-employed individual.

If this payment is to be charged against Federal funds, CONTRACTOR certifies that it is not currently employed by the Federal government and the amount charged does not exceed its normal charge for the type of service provided.

COUNTY will report the total amount of all payments to CONTRACTOR, including any expenses, in accordance with Federal Internal Revenue Service and State of Oregon Department of Revenue regulations. CONTRACTOR shall be responsible for any Federal or State taxes applicable to amounts paid under this contract.

6. WARRANTY: COUNTY has relied upon representations by CONTRACTOR regarding its professional ability and training as a material inducement to enter into this contract. CONTRACTOR represents and warrants that all its work will be performed in accordance with generally accepted professional practices and standards as well as the requirements of applicable federal, state, and local laws, it being understood that acceptance of CONTRACTOR's work by COUNTY shall not operate as a waiver or release of such warranty.

7. INDEMNIFICATION. CONTRACTOR shall hold harmless, indemnify, and defend COUNTY, its officers, agents, and employees from any and all liability, actions, claims, losses, damages or other costs including attorney's fees and witness costs (at both trial and appeal level, whether or not a trial or appeal ever takes place) that may be asserted by any person or entity arising from, during or in connection with the performance of the work described in this contract, except liability arising out of the sole negligence of the COUNTY and its employees.