CITY OF RICHMOND
CONTRACT AMENDMENT
Department: Project Manager:
Project Manager E-mail:
Project Manager Phone No:
P.R. No: Vendor No: P.O./Contract No:
Description of Services:
Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page)
Term, Payment Limit and Service Plan
Payment Limit and Service Plan
Term and Service Plan
Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:]
[ ] other [specify:]
2. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.
3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.
Contract Amendment/EJ/TE 09-26-07
4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
7. Signatures. These signatures attest the parties’ agreement hereto:
CITY OF RICHMOND, CALIFORNIA
a municipal corporation
By _______________________
Title:
I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.
By _______________________
City Clerk
Approved as to form:
By_______________________
City Attorney
List of Attachments:
1. Amendment Provisions
2. Updated Insurance Certificates
CONTRACTOR:
______________________________
(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)
By____________________________
Title:________________________
(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)
By:___________________________
Title:________________________
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President
and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)
1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:
"2. Term. The effective date of this Contract is
____________________________________________________________ (Insert original contract commencement date)
and it terminates
___________________________________________________.
(Insert new contract termination date)
unless sooner terminated as provided herein."
2. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ including expenses."
“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”
3. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:
Contract Amendment/EJ/TE 9-26-07
CITY OF RICHMONDCITY OF RICHMOND
STATEMENT OF QUALIFICATIONS
Consulting Services Related to the City’s Solid
Waste Collection Franchise Agreement
March 2, 2022
In an effort to reduce paper usage, this page has been
left blank for double-sided printing purposes.
If printing, please consider using 100% recycled paper.
1. COVER LETTER
1 March 2, 2022
Ms. Samantha Carr
City Manager’s Office, Economic Development
City of Richmond
450 Civic Center Plaza, Richmond, CA 94804
submitted online, via BidSync
SUBJECT: SOQ for Consulting Services Related to the City of Richmond’s Solid Waste Collection Franchise Agreement
Ms. Carr,
R3 Consulting Group, Inc. (R3) is pleased to submit the attached Statement of Qualifications (SOQ) to express our interest in Consulting Services Related to the City of Richmond’s (City) Solid Waste Collection Franchise Agreement. For this project, we have teamed with Envirolutions, and their letter of commitment to be a part of the R3 Project Team is included in the Appendix of this proposal.
Firm Description & History
R3 Consulting Group, Inc. - Prime Consultant
Incorporated in California in 2002, R3 is a California Certified Small Business with offices in Oakland and Roseville. We specialize in providing a diverse range of solid waste management consulting services to public agencies, including rate and financial reviews, competitive procurement and/or extension negotiations of collection, processing and disposal services; development, implementation and monitoring of service contracts and franchise agreements; and legislative compliance.
Our team has dedicated their careers to the field of solid waste management and sustainability, and skillfully deliver expert industry analysis and recommendations to our clients, who consist of municipalities, jurisdictions, public agencies, and joint power authorities. R3’s Oakland office is located nearest to the City and will accordingly be the project headquarters: 405 14th Street, Suite 350, Oakland, CA 94612 | 916.782.7821 Envirolutions - Subconsultant
Founded in 2014, Envirolutions specializes in designing and implementing zero waste, recycling, and sustainability projects, including engaging businesses such as grocery stores, restaurants, hotels, and multi-tenant commercial complexes and multifamily dwellings in implementing effective waste diversion programs.
Their clients have included municipal and county governments as well as private industry throughout the Bay Area including but not limited to the cities of Oakland, San Francisco, Piedmont, Alameda, Sausalito, as well as StopWaste, RecycleSmart, RethinkWaste, and the County of Marin.
405 14th Street, Oakland, CA 94612 | p 916.782.7821 | f 916.782.7824 | www.r3cgi.com
1. COVER LETTER
2 Qualifications & Experience
The R3 project team brings a strong understanding of Richmond’s solid waste and recycling circumstances, including the City’s long-standing collection agreement with Richmond Sanitary Service and the City’s membership in RecycleMore, the West Contra Costa Integrated Waste Management Authority. R3 has assisted the City in prior contracting and rate matters involving its collection agreement, including the development and funding of programs to combat litter and illegal dumping in the City and new bulky item collection services for multi-family customers. Moreover, our project team has over 15 years working in West Contra Costa County – as a result, we have unparalleled knowledge of the solid waste and recycling circumstances and marketplace, which is a distinct advantage of engaging our Team.
Envirolutions’ outreach experience includes innovative projects engaging multiple stakeholders in setting up effective and efficient recycling and organics programs that maximize participation and waste diversion. In order to accomplish this, they have designed inclusive outreach campaigns that involve workshops, training, community engagement, and bilingual outreach utilizing partnerships with community organizations, business associations, homeowners associations, and property management associations.
In addition to the project team included in the proposal, Envirolutions has a proven track record of pulling from a cadre of accomplished and multilingual subcontractors to achieve project goals within scope and on time.
Statement of Understanding, Intent, & Willingness
We have reviewed and understand all elements of the City’s RFQ and intend to perform the services outlined. We are willing to enter into an agreement as prescribed by the RFQ, including the insurance requirements and those terms and conditions prescribed in the sample Service Agreement. Our proposal price will be valid for a period of at least 180 days.
Designated Contact Person
We appreciate the opportunity to submit our proposal to the City. As Project Manager and Principal-in-Charge, Garth Schultz will be your primary point of contact. As Principal, Garth is authorized to contractually obligate R3 and negotiate contracts on behalf of the team. * * * * * We look forward to continuing our work with the City of Richmond, and we appreciate the opportunity to submit this proposal. Should you have any questions regarding our proposal or need any additional information, please don’t hesitate to reach out directly.
Sincerely,
Garth Schultz | Principal
R3 Consulting Group, Inc.
510.292.0853 | [email protected]
2. SCOPE OF WORK
City of Richmond | Solid Waste Collection Franchise Agreement 1 Understanding of the City
R3 has a robust understanding of the City of Richmond and its solid waste collection contracting needs, which is based on our prior working relationships with the City as well as our long history of working in the solid waste and recycling industry in West Contra Costa County since the early 2000’s. We understand the City’s needs and desires with respect to evaluating its future contracting options that include addressing community needs, costs and rates, compliance with State laws, and the City’s membership in RecycleMore, the West Contra Costa Integrated Waste Management Authority.
Objectives to Accomplish
» Assess the City’s current solid waste collection franchise agreement and recommend updates based on current industry best practices. » Conduct a thorough financial and feasibility analysis regarding the City’s options. » Solicit community input on the current agreement and future actions. » Advise City staff and the City Council on a recommended course of action for solid waste collection services effective starting July 1, 2025.
Work to be Completed
Via this engagement, R3 will provide the City with expert solid waste consulting services as they relate to evaluation of solid waste contract terms and conditions, programs and services, and resultant costs and rates. R3 will be the City’s key partner and guide throughout the process (pursuant to RFQ Scope of Services Item 1), as the City seeks to facilitate City Council decision regarding whether to continue its solid waste contracting relationship with Richmond Sanitary Service (RSS) or proceed to a competitive procurement process for a new solid waste collection agreement. The specific work to be completed is summarized in the nine task areas outlined below, which correspond to Scope of Services Items 2 - 10 in the City’s RFQ. 1 - Collection Agreement Analysis & Recommendations
Drawing on our rich experience working on solid waste collection agreements throughout California, R3 will prepare a summary of best practices, terms and conditions, programs, and key provisions that should be considered by the City in its amended or new collection agreement. We will also conduct a thorough review of the current Agreement, in order to provide findings and recommendations for an amended or new contract. This may include an analysis of the City’s other solid waste-related agreements.
Task 1 Deliverables
— Project kick-off meeting.
— Summary of best practices, terms and conditions, programs, and key provisions for consideration in an amended or new collection agreement.
ATTACHMENT 1 - SCOPE OF WORK
2. SCOPE OF WORK
2 2 - Community Profile & Metrics
Using resources identified in the City’s RFQ as well as information in reports provided to the City by RSS, R3 will identify, gather, and summarize key information such as numbers of solid waste subscriptions by type, waste streams by type and ton, rates by customer classification, current solid waste service offerings, and demographic information to represent an accurate community profile that will inform the development of findings and recommendations via other tasks.
Task 2 Deliverable
— Solid waste profile and landscape report.
3 - Solid Waste Collection Gap Analysis
Using the resources identified by the City in its RFQ, as well as the outcomes of other tasks, R3 will research, assess, and leverage current plans, policies, City services, and delivery methods to conduct a gap analysis to establish findings and recommendations for the City’s future solid waste collection agreement and other agreements including but not limited to the Golden Bear Transfer Station Agreement. This may also include an analysis of whether or not the City should continue to be a party to the Post-Collection Agreement held by RecycleMore, recommend post-collection rate calculation revisions, or seek other alternatives.
Task 3 Deliverables
— Interviews with City staff members.
— Richmond solid waste gap analysis.
4 - Community Engagement
R3’s sub-consultant partner, Envirolutions, will work in collaboration with the City and R3 to develop and facilitate an inclusive, innovative, and accessible, multilingual community engagement process. This process will include reaching out to the overall Richmond community and stakeholders, and our approach is discussed in more detail below.
Finalize Project Design and Develop Project Materials
Envirolutions will seek input from City staff, local government and key stakeholders regarding the project design to ensure our approach is sound, keys into the desired impacts of the project, and is appropriate for the Richmond community. Outreach materials will be generated to inform the different participant groups regarding the purpose of the project and will be accessible through multilingual announcements.
Promotional materials will be distributed through various methods including print, social media, flyers, and through community listservs and announcement boards.
Design and Conduct Community Survey
With the input and involvement of City staff, Envirolutions will design a short survey to be conducted during community engagement events that will collect easily tabulatable responses that will inform the project and provide the basis for further inquiry.
Questions will primarily be multiple-choice with a few qualitative fill-in-the-blank questions at the end. Ideally the survey will not be longer than 15 questions.
2. SCOPE OF WORK
City of Richmond | Solid Waste Collection Franchise Agreement 3 It will be designed to be distributed digitally, in-person via a tablet or laptop computer, or via printed surveys. The different formats for distribution will help ensure the inclusion of groups that vary in age, access to technology and/or comfort with social media platforms.
The survey will be distributed at the various meetings, town hall gatherings, tabling and workshop activities we host and attend, and survey respondents will include City staff, business associations, community leaders, and civic organizations. The survey will be distributed with care to prevent entities outside of Richmond mistakenly participating, yet feedback from participants will be submitted anonymously to allow participants to speak freely. It will be required that attendees provide proof of residency or that their business is located within Richmond prior to being able to participate.
Present at Community Meetings
Envirolutions will host and/or attend 10 community meetings to further provide opportunities for community engagement. The meetings will be hosted by, or for, civic organizations, faith-based organizations, cultural affinity groups, unions, business groups and/or trade organizations. In addition to explaining the rationale behind the project, they will collect survey responses from participants and have time allocated for asking additional questions and addressing comments and concerns brought by attendees.
Answers will be collected, collated, and included in the final report. In order to provide maximum access, a portion of the community meetings will be held virtually and the rest will be held in-person. The community meetings will be held in multiple languages (English and Spanish) whenever possible.
Conduct Stakeholder Engagement Interviews
Envirolutions will seek to conduct up to 10 individual stakeholder engagement interviews to ensure we are including the perspective of the business community as well as other key stakeholders. Invitees for the interviews will include members of local business associations, property management organizations, homeowner associations, the Chamber of Commerce and other local trade organizations.
In addition to asking the multiple-choice questions included in the survey, Envirolutions will develop, in advance, a series of pre-approved open-ended questions to garner authentic and individual feedback. The interviews will be conducted either in-person or via video conference call. Interview responses will be kept anonymous upon request.
Answers will be analyzed, collated, and included in the final report.
Conduct Community Workshops
Envirolutions will convene three community workshops that will differ from our community meetings in length and content. The community workshops will occur later in the project and will be informed by the findings from the previous community engagement events.
2. SCOPE OF WORK
4 Rather than simply soliciting feedback, the Community Workshops will seek to engage civic organizations, faith-based organizations, cultural affinity groups, unions, business groups and trade organizations with the explicit goal of providing solution-oriented constructive feedback for City staff to incorporate into their future decision-making process how they proceed in the future. The community workshops will be longer in format (2-3 hours) and may include in-person translation services.
Envirolutions suggests the City consider providing light refreshments and food, and childcare, if possible, to ensure a greater cross-section of attendees can be present.
Neither R3 nor Envirolutions are positioned to provide those services via this proposal, so provision of light refreshments, food, and childcare is at the City’s discretion and cost. All community workshops will be held in-person.
Produce and Present Community Engagement Report to City staff At the summation of the project, Envirolutions will incorporate findings into a final report and deliver a presentation of this report at a City Council meeting around the end of April 2023. They will synthesize the data points to decipher trends and outcomes and then transform this data into easily digestible charts and graphs to help convey our findings clearly. They will present the data in a manner that is best utilized for City staff based on input at the early stages of the project. Images and testimonials from our community engagement activities will be included. And finally, based on their experience during the project, they will make various recommendations for next steps.
Task 4 Deliverables
— Conduct community survey.
— Design of multilingual community outreach and education materials (English and Spanish).
— Attendance at 10 community meetings.
— 10 stakeholder engagement interviews.
— Plan and organize 3 community workshops including setting-up translation services (for in-person meetings).
— Presentation of draft community engagement report to City staff. — Community engagement report including report of survey findings and most desired services.
5 - Financial Analysis
Via this task, R3 will research and assess current City collection rates and fees, potential renegotiation costs, and costs of developing a new solid waste collection franchise agreement. R3 will conduct a thorough financial analysis to better inform the City staff, City Council, and community members regarding the potential outcomes of both a renegotiation process and a competitive procurement process. This may include a financial analysis of the City’s other solid waste-related agreements.
Task 5 Deliverable
— Richmond solid waste financial analysis.
2. SCOPE OF WORK
City of Richmond | Solid Waste Collection Franchise Agreement 5 6 - Council, Staff, & Community Meetings
Working in partnership with City staff, and subject to the budgetary limitations in this proposal, R3 will attend meetings upon request, including but not limited to City Council meetings, Richmond Coordinating Council meetings, community meetings, and multiple internal meetings with City staff members. Such meetings will be in person when feasible, otherwise, meetings will be virtual. These meetings will be in addition to the meetings outlined in Task 4 and Task 8.
Task 6 Deliverable
— Preparation of meeting materials and presentation of information at meetings. 7 - Negotiation Meetings
As needed, R3 will attend negotiation meetings and support the City with potential rate adjustment negotiations with RSS in order to develop findings and recommendations with respect to renegotiating the agreement with RSS or proceeding to competitive procurement. R3 will attend negotiation meetings as necessary to negotiate and communicate with the City, RSS and other relevant stakeholders (such as RecycleMore), and to provide any necessary support to City staff during these negotiations.
This task assumes that City staff and R3 will have the authority to proceed with sole- source negotiations with RSS, which may require early Council direction to conduct such negotiations. It is generally desirable to conduct sole source negotiations prior to proceeding with a competitive RFP, and the timeline for this project allows for both.
Task 7 Deliverable
— City Council staff report and presentation regarding sole-source negotiation (dependent on gap analysis findings).
8 - Progress Update Presentations
R3 will provide and present updates to the City Council approximately every six months regarding progress and key decision points throughout the project. As needed, and subject to the budgetary limitations in this proposal, R3 will also be available to conduct progress update presentations to Neighborhood Councils, commissions, and boards.
Task 8 Deliverable
— Preparation of meeting materials and presentation of information at meetings. ______________________________
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_______________________________________________________ ___________________________________________________________ __________________________________________________________ __________________________________________________________ _________________________________________________________ __________________________________________________________ _________________________________________________________ ____________________________________
__________________________________________________________ ____________________________________________________________ _________________________________________________________ __________________________
In an effort to reduce paper usage, this page has been
left blank for double-sided printing purposes.
If printing, please consider using 100% recycled paper.
3. TIMELINE OF PROJECT
City of Richmond | Solid Waste Collection Franchise Agreement 7 Our tentative timeline and project schedule is both subject to revision, based on the timing of contract award, and negotiable, to best meet the City’s needs for this engagement. The timeline by task, below, includes anticipated time needed to provide draft deliverables, meetings with the City to review and discuss draft deliverables, revise the draft deliverables, and complete the finalization of deliverables.
Overall Timeline
The overall objective of this project is to facilitate a decision of the City Council regarding whether to continue its contracting relationship with Richmond Sanitary Service or proceed to competitively procure a new solid waste contract with an effective date of July 1, 2025.
In either case, a new or extended agreement for solid waste services should be executed 12 months prior to that date (i.e., July 1, 2024), in order to allow for smooth transition. To meet that milestone, the City Council should make a decision regarding whether to continue its contracting arrangement or conduct a competitive procurement no later than June 2023, which would provide one year for a competitive procurement effort, if desired by the Council. Our project timeline is geared to facilitate a City Council decision by that date. 1 Collection Agreement Analysis and Recommendations July 2022 - August 2022 2 Community Profile and Metrics July 2022 - September 2022 3 Solid Waste Collection Gap Analysis July 2022 - September 2022 4 Community Engagement July 2022 - March 2023*
5 Financial Analysis July 2022 - September 2022
6 Council, Staff and Community Meetings July 2022 - April 2023 7 Negotiation Meetings January 2023 - April 2023
8 Progress Update Presentations November 2022 - April 2023*
TASK TIMELINE
* see notes on following page
3. TIMELINE OF PROJECT
___________________________________________
__________________________________________
___________________________________________
3. TIMELINE OF PROJECT
8 Timeline Notes
The schedule for Task 4, Community Engagement, is flexible and will be designed with the involvement of key City stakeholders. As such, it is premature to include a firm timeline for completion of that task at this time.
That being said, we understand from the City’s RFQ that it is desirable to conduct a workshop with relevant stakeholders as soon as possible – to that end, we recommend an initial stakeholder workshop shortly after contract execution, by September 2022.
The remainder of the community engagement task schedule will be informed by the community engagement design process and is anticipated to conclude in advance of the Task 8 City Council progress update presentation in April 2023.
With respect to Task 8, Progress Update Presentations, the City’s RFQ requested updates to the Council (and Neighborhood Councils, commissions, boards, and community organizations as requested) every six months during the project. With the anticipated contract award in July 2022, pursuant to the City’s RFQ, we suggest scheduling the progress updates for November 2022 and April 2023. _____________________________________________________________________________ ____________________________________________________________________________ _____________________________________________________________________________ ____________________________________________________________________________ _____________________________________________________________________________
4. PROPOSED BUDGET & COSTS
City of Richmond | Solid Waste Collection Franchise Agreement 9 4. PROPOSED BUDGET & COSTS
Budget Narrative
R3’s proposed budget and costs for this project is shown in the Budget Table, on the following page. The budget spreadsheet indicates the cost of each of the eight (8) major elements identified in the scope of services and is inclusive of all direct and indirect project costs associated with this project, including the estimated hours by staff person and task.
As proposed, our not to exceed budget for this engagement is $136,735. Please note that this not-to-exceed budget, and that hours and costs by specific task may vary, with the exception of task 8, Community Engagement, which we would plan to expend in full. This not-to-exceed cost does not include development and execution or award of a new solid waste collection agreement - completion of a new agreement with RSS or completion of an RFP competitive procurement process is not included in this proposal. R3 will happily subject separate scopes of work, budgets and schedules to complete one or both of those efforts upon after contract award pursuant to the City’s RFQ.
As shown in the spreadsheet, our proposed budget includes the costs associated with facilitating effective community engagement activities, as described in the commitment letter from Envirolutions (see Appendix). That commitment letter also includes an estimated $800 in Envirolutions’ mileage costs and minor materials costs, as well as 360 hours of Envirolutions staff time to complete the task 8 activities. Additionally, we have included 50 hours of R3 staff time in the community engagement efforts, to ensure that other project tasks are well informed by the community engagement process (and vice versa). Our cost proposal includes a 10% markup on Envirolutions’ hourly billable rates for R3’s management and administration of the subcontract, invoicing, and payments to Envirolutions as our sub-contractor.
Please note that Tasks 6, 7 and 8 include meetings with Council, community members, staff, and the City’s solid waste contractor. R3 is flexible with respect to the number of such meetings that are attended upon request by the City – however, if additional meetings (above and beyond the allotted hours available for meetings in those tasks) are necessary, these additional meetings requested and agreed to by the City and R3 will be above the not-to-exceed budget at our hourly rates.
R3 will not costs or invoice the City in excess of the not-to-exceed amount proposed herein without prior approval of the City, and we will take care to communicate if and when the number of requested meetings starts to approach the hours and cost thresholds established in the spreadsheet, on the following page.
R3 is willing to negotiate revisions to our proposed hours, budget, and costs in order to best meet the needs of the City with appropriate revisions to the expected scope of work.
4. PROPOSED BUDGET & COSTS
10 Garth Schultz
Principal
Scott Hanin
Sr. Project Director
R3 Staff
Sr. Project Manager
R3 Staff
Project Manager
Juliana Gerber
Associate Director
Alejandra Warren
& Refugio
Sanchez
$ 285 $ 285 $ 220 $ 200 $ 121 121 $
1 Collection Agreement Analysis and
Recommendations 5 5 30 0 0 0 40 -$ 9,450$
2 Community Profile and Metrics 5 5 0 35 0 0 45 -$ 9,850$ 3 Solid Waste Collection Gap Analysis 5 5 25 5 0 0 40 -$ 9,350$ 4 Community Engagement 10 0 0 40 100 260 410 800$ 55,210$ 5 Financial Analysis 10 25 0 0 0 0 35 -$ 9,975$
6 Council, Staff and Community Meetings 30 10 0 15 0 0 55 -$ 14,400$ 7 Negotiation Meetings 20 40 0 0 0 0 60 -$ 17,100$
8 Progress Update Presentations 20 20 0 0 0 0 40 -$ 11,400$ 105 110 55 95 100 260 725 136,735$
TASKS
STAFF MEMBER & HOURLY RATE
TOTAL
HOURS EXPENSES TOTAL
COST
TOTALS
Budget Table
_________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________
5. STAFFING
City of Richmond | Solid Waste Collection Franchise Agreement 9 5. STAFFING
Project Team
R3 and Envirolutions have complementary industry experience and expertise.
R3’s broad experience has allowed us to address a variety of issues that typically confront our municipal clients during the implementation of solid waste and recycling programs and facilities, including regulatory compliance, community outreach and public education, land-use planning and permitting, inter-jurisdictional coordination, planning requirements and diversion mandates, labor issues, and customer service and billing functions.
Both R3 and Envirolutions have profound knowledge of statewide solid waste and recycling issues, including infrastructure (and more specifically, a depth of expertise on Bay area facilities and issues), regulatory requirements, and available resources.
Together, this project team will exceed the City’s expectations for consulting services related to the City’s solid waste collection franchise.
Organizational Chart
Our proposed team will be led by R3 Principal, Garth Schultz. Garth will be supported by R3 Sr. Project Director, Scott Hanin, R3 Sr. Project Managers, Rose Radford and Carrie Baxter, R3 Project Manager, Claire Wilson, and Envirolutions team members, Juliana Gerber and Alejandra Warren.
PROJECT MANAGER
Garth Schultz
Principal
KEY TEAM MEMBERS
Scott Hanin
Sr. Project Director
Claire Wilson
Project Manager
Rose Radford
Sr. Project Manager
Carrie Baxter
Sr. Project Manager
Resumes
Resumes for each key team member can be found in the appendix.
SUBCONSULTANT
Alejandra Warren
Outreach Director
Juliana Gerber
Associate Director
ENVIROLUTIONS
5. STAFFING
10 Roles & Responsibilities
Name + Role Responsibilities
Garth Schultz
Overall Project
Manager
Garth will be the Project Manager and will be the primary point of contact. He will be responsible for overseeing the team – including sub-consultants – providing quality control and quality assurance on deliverables; managing project accounting, finances and invoices, and; ensuring cost-effective and quality assured project delivery on time and on budget. Garth will be the lead R3 figure in high profile community, staff, and Council meetings.
Scott Hanin
Lead Contract
Strategist and
Negotiator
Scott is a seasoned public agency professional and is particularly adept at facilitating inter-agency policy and contracting solutions thanks to his prior work as a City Manager of El Cerrito and Executive Director of the West Contra Costa Integrated Waste Management Authority. Scott will lead the project team’s efforts with respect to contracting strategy and negotiations.
Rose Radford
Contracting
Analyst
Rose has helped over a dozen agencies with their SB 1383 procurement requirement calculations and planning and is currently leading R3’s overall SB 1383 compliance projects for eight agencies in Marin County and all of San Benito County. For the City, Rose will provide contracting analysis to ensure that the City’s solid waste collection agreements are a best match to the City’s solid waste services and State compliance needs.
Carrie Baxter
Procurement
Analyst
Carrie is one of R3’s lead contracting procurement analysts, and has supported over a dozen cities in conducting competitive RFP processes for solid waste services agreements. For this engagement, Carrie will provide strategic support and analysis related to the City’s decision-making process for its next solid waste collection agreement.
Claire Wilson
Community and
Compliance
Analyst
Claire is a talented and passionate waste recovery and reduction consultant, with experience in many aspects of SB 1383
compliance planning and implementation. Claire will provide leadership and support with respect to the community and stakeholder engagement processes and will also provide support for the City’s compliance needs with the State.
Juliana Gerber
Envirolutions
Overall Project
Manager
Juliana will be responsible for day-to-day project management of the subconsultant team including communication and coordination of all activities to the project team, coordinating schedule, budget management, quality assurance, and report preparation.
Alejandra
Warren
Envirolutions
Outreach Lead
Alejandra will be the lead on community engagement and outreach for the project, responsible for the planning and coordination of community meetings, training, webinars and other forms of community engagement. She will also be involved in data collection and analysis and will assist with the final report preparation.
6. QUALIFICATIONS & REFERENCES
City of Richmond | Solid Waste Collection Franchise Agreement 11 6. QUALIFICATIONS & REFERENCES
Qualifications
Summary of Demonstrated Capability
For the past 20 years, R3’s project team has developed a unique level of relevant experience and knowledge of solid waste solutions that can help you deliver the programs and policies that your community needs. Our work, with a sampling shown below, covers everything from agreement negotiations to policy and ordinances development, legislative compliance, and education and outreach.
JURISDICTION
SERVICE(S) PROVIDED
Legislative Compliance
Record Keeping &
Reporting
Collection Agreement
Assistance
Ordinances & Policies
Edible Food Recovery
Education & Outreach
Procurement of
Recovered Organics
City of Brentwood
City of Citrus Heights
City of Concord
City of El Cerrito
City of Fairfield
City of Folsom
City of Hercules
City of Los Altos
City of Martinez
City of Petaluma
City of Rancho Cordova
City of Richmond
City of Riverside
City of Rohnert Park
City of San Pablo
City of Santa Clara
City of Santa Rosa
City of Vallejo
City of West Sacramento
Kings Waste and Recycling Authority
RecycleMore
Sacramento County / SWA
Town of Windsor
Ventura County
6. QUALIFICATIONS & REFERENCES
12 R3 References
City of Santa Clara | Franchise Agreement Negotiations & Rate Study R3 was engaged by the City to assist in the preparation and negotiation of the City’s exclusive Franchise Agreements (Agreements) with Recology South Bay (Recology) and Mission Trail Waste Systems (MTWS). R3’s work included development of a multi-year Rate Study to help the City establish and set customer rates for solid waste services provided under the New Agreements.
R3 worked with City staff throughout the negotiation process to ensure that the new Agreements achieve the City’s objectives, including compliance with applicable state legislation, and the City’s long-term financial and diversion goals. R3 also assisted with the procurement of a separate contract for waste processing services to meet SB 1383 requirements with GreenWaste Recovery. Negotiations resulted in three compliance options for Council consideration, at varying levels of rate-payer convenience and expense.
City Council selected the most convenient and most expensive option, with projected increases in rates of about 60% over three years. R3 completed a Rate Study for rates effective July 1, 2020, 2021, and 2022 to ensure ongoing funding of City’s entire solid waste program and new expenses related to SB 1383 compliance. Actual rate increases over the three-year period have been slightly lower than originally projected.
For this engagement, R3 completed the following three main tasks for the City:
1. Reviewed current Agreements with Recology and MTWS and prepared recommendations to be included in new exclusive Agreements that ensure flexibility and compliance with SB 1383. Both new Agreements were executed by the City.
2. Advised and assisted with contract negotiations with the City’s current haulers and with a separate waste processor, resulting in selection of a new waste processor.
3. Completed a detailed rate study analysis to help the City establish customer rates for services to be provided under new Agreements, achieving compliance with Prop 218 and SB 1383, and meeting cost-recovery for the City’s solid waste system.
Project Benefits
» Successful negotiations of three solid waste agreements that were executed by the City and are now in effect.
» Successful completion of a cost-of-service rate study which meets the annual solid waste system funding requirements, complies with Prop 218, addresses discounted rates for low-income residents, and funds the costs of SB 1383 compliance.
Client Contact Mr. Dave Staub, Deputy Director of Public Works 1700 W alsh Ave, Santa Clara, CA, 95050
408.615.3086 | [email protected]
Contract Amount $299,000
Project Dates November 2018 – March 2022
Team Members Garth Schultz, Claire Wilson
6. QUALIFICATIONS & REFERENCES
City of Richmond | Solid Waste Collection Franchise Agreement 13 City of Santa Clarita | Franchise Agreement Negotiations & Rate Review R3 was engaged by the City to provide an analysis of its exclusive Franchise Agreements (Agreements) for solid waste residential and commercial service with Waste Management (WM) and Burrtec Waste Industries Inc. (Burrtec), which are set to expire in 2023. R3 also prepared a comparative rate and services analysis of surrounding market conditions. One objective of this analysis was to determine the key negotiation points to consider during discussions with WM and Burrtec regarding contract terms, extensions, and/or amendments. Our team comprehensively reviewed the City’s existing Agreements, including amendments, and provided recommendations for contract enhancements that address the City’s goals and state legislative requirements including SB 1383, AB 1826, AB 939, and the China National Sword.
R3 is now also engaged by the City to conduct a competitive procurement RFP process, which is currently underway. R3 developed the RFP document and associated collection agreement and will be assisting the City with the next steps of proposal review and evaluation, interviews and negotiations, and ultimately recommendation of contract award.
R3 addressed the following in our review of the City’s existing Agreements:
1. Adequacy of City’s solid waste collection
programs and services.
2. Performance standards and operational
requirements.
3. Current and future compliance and
reporting requirements related to state
legislative mandates.
4. Addition of street-sweeping services.
5. Rate-setting methodology and
adjustments for changes in recyclable
markets and organics processing.
6. Establishment of realistic and verifiable
diversion requirements.
7. Outreach and education programs.
8. Customer service practices/
liquidated damages.
9. Disposal and processing facilities
available currently and long term.
10. Hauler reporting requirements.
11. Term and extension provisions.
12. Contamination and overage
protocols.
13. Vehicle and container replacement
practice.
Project Benefits
» Positioned City for better long-term solid waste contracts by providing recommendations for contract enhancements that address the City’s goals, state mandates, new technologies and trends, and cost impacts; and » Facilitated necessary compensation adjustments with Burrtec by providing neutral third-party review of Burrtec’s extraordinary rate adjustment request including underlying financial information.
Client Contact Mr. Curtis William, Administrative Assistant 23920 V alencia Boulevard, Santa Clarita, CA 91355
661.255.4308 | [email protected]
Contract Amount $204,409
Project Dates April 2021 – Current Ongoing Project
Team Members Garth Schultz, Carrie Baxter
6. QUALIFICATIONS & REFERENCES
14 Zero Waste Marin | Zero Waste Strategic Planning & Organizational Assessment
R3 was recently selected by Zero Waste Marin to conduct an Organizational Assessment of the JPA and provide recommendations on Best Management Practices and agency design that will improve the JPA’s ability to support Marin’s efforts to reduce waste going to landfill; as well as a zero waste feasibility study update that identifies five short-list strategies and a roadmap toward implementation of those strategies.
Project tasks included the following:
1. Researched, analyzed, developed findings, and prepared recommendations regarding the JPA’s Board of Director’s structure and composition, including potential alternatives to current practices.
2. Researched, analyzed, developed findings and prepare recommendations for future JPA staffing, that would be necessary to implement potential future alternative JPA structure and/or composition (such as contract staffing, support costs, expanded program costs, etc.).
3. Researched, analyzed, and developed findings regarding per capita (and/or per ratepayer) funding levels for other similar (and/or model) solid waste and recycling joint powers authorities, including descriptions of zero waste achievement and programs and services provided by the comparison agencies.
4. Conducted workshops with the Executive Committee and/or Board on best management practices in other zero waste communities and similar joint powers authorities.
5. Used our expertise to provide advice and recommendations on possible updates the 1996 Joint Powers Agreement.
6. Mapped out the next steps the JPA could take to effectively move towards its zero waste goals and objectives, and identified five short-list zero waste strategies for implementation based upon updated waste and diversion modeling, stakeholder input, and best practices in zero waste.
Project Benefits
» Enhanced organizational effectiveness; and
» Improved zero waste programs.
Client Contact Ms. Liz Lewis, Former Interim Executive Director 1600 Los Gamos Drive, Suite 210, San Rafael, CA 94903
415.473.7226 | lizlewis@marincounty .org
Contract Amount $149,775
Project Dates March 2020 – December 2021
Team Members Garth Schultz, Scott Hanin, Rose Radford, Carrie Baxter, Claire Wilson
6. QUALIFICATIONS & REFERENCES
City of Richmond | Solid Waste Collection Franchise Agreement 15 RecycleMore | Planning Assistance for SB 1383 Organic Waste Reduction R3 recently led a team consisting of SCS Engineers, Abbe & Associates, and Cascadia Consulting Group to provide initial planning support for RecycleMore and its Member Agencies in implementing Senate Bill (SB) 1383.
Project tasks included the following:
1. Researched, analyzed, developed findings, and prepared recommendations regarding the JPA’s Board of Director’s structure and composition, including potential alternatives to current practices.
2. Analyzed current RecycleMore organics collection programs for all sectors, including processing, and determined adequacy to support compliance with SB 1383 requirements.
3. Provided an estimate of additional collection and/or processing capacity needed to achieve the SB 1383 requirements.
4. Analyzed existing RecycleMore program compliance requirements and new compliance requirements under SB 1383, consider the listed activities under all state mandates.
5. Provided recommendations for the most effective implementation of required activities, which include:
– Education and Outreach
– Inspection and Enforcement, including the assessment of penalties and contamination monitoring;
– Edible Food Recovery Programs
– Regulation of Self-Haul Sector
– Purchasing Policy Changes
– Municipal Code Updates
– Container Color and Labeling Requirements
6. Provide a recommendation and description for accurate record keeping and monitoring of recommended RecycleMore activities to determine their performance effectiveness and contribution to organics reduction.
Project Benefits
» Enhanced compliance with SB 1383; and
» Improved coordination on legislative compliance between RecycleMore and its Member Agencies.
Client Contact Mr. Peter Holtzclaw, Executive Director
3220 Blume Dr Suite 198, Richmond, CA 94806
510.215.3127 | [email protected]
Contract Amount $63,170
Project Dates April 2020 – Current Ongoing Project
Team Members Garth Schultz, Rose Radford, Claire Wilson
6. QUALIFICATIONS & REFERENCES
16 Envirolutions References
City of Alameda | Zero Waste Technical Assistance
Envirolutions is serving as a subcontractor to SCS Engineers on a contract to provide commercial and multifamily technical assistance to business and multifamily sites in the city of Alameda. The scope of the work includes visual waste audits, service level recommendations, technical assistance to property management to improve recycling participation and the rolling out of new recycling and organics collection services.
Envirolutions works hand-in-hand with the waste hauler Alameda County Industries (ACI) to provide seamless assistance, which includes, but is not limited to making recommendations for effective sorting systems within the facilities’ operations, helping to facilitate service level changes, and distributing outreach materials.
Client Contact Mr. Marc Green, Program Specialist II
950 W . Mall Square Alameda, CA 94501
510.298.2984 | [email protected]
Contract Amount $26,000, Annually, Allocated to Envirolutions Project Dates August 2018 – Current Ongoing Project
Team Members Juliana Gerber
San Mateo County | Bilingual Sustainability Workshops
Envirolutions staff Alejandra Warren co-developed and presented bilingual and culturally appropriate virtual workshops focused on sustainability issues such as composting, vermicomposting, gardening, and recycling for the San Mateo County Office of Sustainability. She provided translation and interpretation services for curriculum and outreach materials, led trainings on sustainability topics entirely in Spanish, and facilitated bilingual breakout groups which enriched the workshops she led with equity, inclusion and increased community participation.
Additionally, Alejandra was a guest lecturer for the Office of Sustainability’s Master of Resource Conservation Course, which is a 8-week long course offered to residents and businesses based in San Mateo County that covered multiple areas of sustainability including energy and water efficiency, waste management and recycling, food and food distribution systems, transportation alternatives, and open space management.
Client Contact Ms. Avana Andrade, Sustainability Specialist 455 County Center 4th Floor , Redwood City, CA 94063
970.566.1464 | aandrade@smcgov .org
Contract Amount $15,000-$19,000, Annually, Allocated to Envirolutions Project Dates 2019 – 2021
Team Members Alejandra Warren
7. VALUE-ADDED SERVICES
City of Richmond | Solid Waste Collection Franchise Agreement 17 7. VALUE-ADDED SERVICES
R3 Value-Adds
Our team has been engaged to provide various services for the City and look forward to continuing our excellent work history with the City. R3 delivers expert industry analysis and recommendations to our clients, who always receive:
» Unbiased, conflict-free project management and objective, fair treatment:
— We have no entanglements with local districts, no hidden agendas, and no pre-ordained vendors. This translates to a high repeat customer rate and solid, respectful relationships with jurisdictions and haulers. — Extensive experience managing projects with multiple stakeholders, which includes planning realistic goals, schedules, and budgets, effectively communicating with all key players, working collaboratively to achieve objectives and stay responsive, and streamlining processes. » Data-driven, money-saving solutions and clear deliverables:
— Best-approach, honest recommendations to the City’s contractual needs, derived from decades of solid waste consulting experience and analysis of client data.
— Focus on improving safety and customer service, increasing productivity, and reducing costs.
— Fair, affordable rates and clearly-defined deliverables – no overages. » Comprehensive, up-to-the-minute understanding of industry regulations:
— Principals and key staff have superior knowledge base from over decades of hands-on industry and legislative compliance experience. » Reliable Team Support:
— We will be an extension of the City’s team, working side-by-side to advise and guide, keep all stakeholders up-to-date, and move the project smoothly forward.
Envirolutions Value-Adds
» Native Spanish speaker Outreach Director, Alejandra Warren, brings a specialized focus on the cultural, socio-economic aspects of waste management and the importance of directly addressing the necessity for multi-focused solid waste service programs;
» Envirolutions is a woman-owned, locally-operated, small business; » Established experience working in and with culturally diverse communities throughout the Bay Area.
In an effort to reduce paper usage, this page has been
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If printing, please consider using 100% recycled paper.
9. EXCEPTIONS TO THIS RFQ10. STATEMENT OF IMPARTIALITY
& DISCLOSURE
8. CONTRACTOR ASSIGNMENT
OF SUB-CONTRACT
City of Richmond | Solid Waste Collection Franchise Agreement 19 8. CONTRACTOR ASSIGNMENT OF SUB-CONTRACT
R3 ensures that the resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. We intend to subcontract a portion of the resulting contract to Envirolutions. R3 and Envirolutions have complementary industry experience and expertise. Both R3 and Envirolutions have profound knowledge of statewide solid waste and recycling issues, including infrastructure, regulatory requirements, and available resources.
The quality control measures R3 will employ to ensure that Envirolutions complies with the provisions of our potential contract with the City include:
• Developing a project matrix to track and manage project progress, including tasks and subtasks, the assigned primary staff, and supporting Quality Assurance/ Quality Control (QA/QC) staff.
• Maintaining work papers that catalog supporting documentation for all analysis, “ticked and tied” to the project findings, as appropriate. • Assigning senior R3 staff to be responsible for providing critical review and final quality assurance of all project deliverables.
• Including unlimited virtual meetings to clarify and develop a strong understanding of the information we receive from our clients.
• Building opportunities for client feedback throughout our work scope, scheduling regular conference calls with client project staff to strategize, discuss project progress, and proactively resolve any issues that may arise.
R3 takes no exception(s) to this RFQ, including but not limited to the City of Richmond’s Standard Services Agreement.
9. EXCEPTIONS TO THIS RFQ
10. IMPARTIALITY & DISCLOSURE
Confirmation
Neither R3 nor Envirolutions staff are currently participating and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to conflict with the City’s interests.
In an effort to reduce paper usage, this page has been
left blank for double-sided printing purposes.
If printing, please consider using 100% recycled paper.
APPENDIX
City of Richmond | Solid Waste Collection Franchise Agreement per RFQ, not included in page count
APPENDIX
Table of Contents
Resumes of Project Team
Sanctuary City Compliance Statement
Sub-Consultant Letter of Commitment
R3 Team, 2021 Holiday Gathering
APPENDIX
per RFQ, not included in page count
Garth Schultz
Principal
About
Garth Schultz brings 18 years of solid waste management experience in both the private and public sectors. His areas of expertise include managing or assisting with sole source and competitive procurement of collection, materials processing, and transfer and landfill services.
Garth has participated in crafting Request for Proposal (RFP) documents and detailed Agreements that incorporate state legislative requirements, performance incentives, and rate-adjustment guidelines involving various profit bases. He has also evaluated proposals, prepared and presented award recommendations, and assisted with contract negotiations.
Other areas of solid waste industry experience include: developing strategic Zero Waste and high-diversion plans; modeling, reviewing, and restructuring rates; reviewing hauler operations and performance; reviewing solid waste programs and providing recommendations for improvement; and engaging stakeholders and communities through workshops and outreach planning.
Education
» Master of Public Administration and Public Policy Development, Cal State East Bay » Bachelor of Science in Environmental Science and Minor in Public Policy, University of California, Berkeley » Illegal Dumping Grant and Litter Fee Study | City of Richmond Principal, led prior engagements working with the City, including pro bono work that resulted in award of a $500,000 competitive CalRecycle Grant to combat illegal dumping in the City and the development of a Litter Fee Study that resulted in the City adopting new franchise fee funding. Together, these efforts provided millions of dollars of City revenues for important programs and services benefiting the Richmond community. » Franchise Extension Negotiations | City of Healdsburg Principal, recently led the negotiation process to extend, amend, and restate the City’s franchise agreement with their service provider (Recology Sonoma Marin). Garth and other members of the R3 team identified, redrafted, and negotiated agreement terms and conditions that required updating, while also reviewing and negotiating around several iterations of financial proposals from Recology.
» Procurement and Negotiation Assistance | City of Santa Clara Principal, recently led negotiations for the City of Santa Clara for the City’s future exclusive Agreements with Recology South Bay (Recology) and Mission Trail Waste Systems, including a rate study to help the City establish customer rates for services to be provided under the new Agreements. The new Agreements are designed to achieve the City’s objectives, including compliance with applicable state legislation, and the City’s long-term financial and diversion goals. » Procurement and Negotiation Assistance | Cities of: Piedmont, Half Moon Bay, Santa Rosa, Los Altos Principal, managed R3’s work with the City of Piedmont to pursue a negotiated franchise extension with the City’s franchised hauler, and previously assisted with the procurement processes for the cities of Half Moon Bay and Santa Rosa. » Procurement and Negotiation Assistance | RecycleMore and the Cities of Milpitas, Petaluma, Santa Rosa Principal, played a key support role in evaluating post-collection services alternatives for RecycleMore member agencies (Contra Costa County and the cities of El Cerrito, Hercules, Pinole, Richmond, and San Pablo). He also led transition assistance for the City of Milpitas when they switched to a new franchised hauler for solid waste collection. On behalf of the City of Petaluma, he assisted in R3’s extensive review of the proposed assignment of multiple collection, processing, transfer, and other contracts from The Ratto Group (TRG) to Recology Sonoma Marin (Recology) for jurisdictions throughout the counties of Marin and Sonoma.
» High Diversion Implementation Plan | City of Los Altos Principal, recently led the development of the City’s High Diversion Implementation Plan, assisting in developing recommendations for the City’s hauler to meet its 78% diversion requirement and AB 1826 legislative requirements, such as advocating mixed-waste processing to remove organics and recyclables from commercial and multi-family waste streams.
He has assisted numerous cities in other similar projects, updating Municipal Codes to incorporate current state regulatory requirements for clients.
» Environmental Services Management | City of El Cerrito* Lead Negotiator, from 2006 to 2014, Garth worked for the City of El Cerrito in all aspects of solid waste management and recycling. During his tenure with the City, Garth worked collaboratively with City of Richmond staff on a variety of matters, including collaboration on RecycleMore’s post-collection agreement with Republic Services, supporting the development and initiation of green waste composting at the closed West Contra Costa County Landfill.
Relevant Experience
Resumes of Project Team
APPENDIX
City of Richmond | Solid Waste Collection Franchise Agreement per RFQ, not included in page count
Scott Hanin
Sr. Project Director
About
Scott Hanin has more than 30 years of solid waste experience, including serving as the Executive Director of the West Contra Costa Integrated Waste Management Authority (WCCIWMA). Scott was also City Manager for the City of El Cerrito for 17 years, a member agency of the WCCIWMA. Scott oversaw all aspects of city government including budget development, strategic planning, community engagement, organizational development and restructuring, capital projects, legislative compliance, and oversight of all department heads.
He conducted multiple operational reviews of the City’s solid waste and recycling operations, which led to numerous changes in program operations including the design and construction of the City’s award-winning drop-off center. Throughout his career Scott has worked with dozens of local governments on the review and development of modern solid waste agreements.
Now in his work with R3, Scott is currently assisting Zero Waste Marin in an organizational review of the agency. He recently managed a debt financing study as a subcontractor to R3 for Zero Waste Sonoma. Prior to moving to California, Scott oversaw performance and evaluations of the operations of the New York City Department of Sanitation in his role in the Mayor’s Office of Operations.
Education
» Master of Public Administration, New York University
» Bachelor of Arts in Political Science, University of Delaware » Executive Certification in Public Administration, UC Berkeley » Review of Franchise Assignment | City of Milpitas
Project Director, performed a detailed review of the qualifications of Waste Connections as it relates to a potential assignment of the franchise agreement from Milpitas Sanitation. » Review of Organizational Structure | Zero Waste Marin Project Director, performed an analysis of the organizational structure of the JPA and provided recommendations for improvements to staffing model through changes in governance, wages and benefits. Compared responsibilities and services with that of similar JPAs. Wrote report of findings and presented recommendations to staff and Board Members. » Development of Debt Service Strategy | Zero Waste Sonoma Project Director, developed a financial plan and strategy to help the JPA evaluate debt service alternatives for the development and acquisition of land for new facilities. This included a schedule as well as rate impacts including drafting of the staff reports for the Board.
» Assistance with Disposal Agreement Negotiations | City of Los Altos Project Support, currently working with the City to negotiate a new disposal agreement with Republic Industries in an effort to ensure disposal capacity, increased diversion and rate stability. » Prop 218 Detailed Rate Review of Recology’s Rates | Zero Waste Sonoma Project Manager, currently leading the effort to evaluate the financial impact of adding collection service to current accounts that self-haul their waste because of legislation requiring mandatory service for all properties. Also, managing a detailed rate review of the County areas, including the impact of additional programs related to SB 1383. Scott is also leading the overall project efforts to meet Zero Waste Sonoma’s expectations of mandatory subscription to organics and solid waste collection service per SB 1383.
» Negotiation Assistance | City of Westlake Village
Project Support, currently working with the City to assist in negotiation of a new collection agreement and developing support for city fees that will comply with Proposition 218. He is conducting an analysis of the City’s solid waste collection system in relation to Waste Management’s requested term extension for meeting regulatory requirements. » Assistance with Agreement Assignment | Novato Sanitary District Project Support, currently working with the District to evaluate the possible assignment of the current collection franchise from the sanitary district to the City. Coordinating the assignment with all of the stakeholders including the Sanitary District, City, LAFCO and the hauler. The franchise agreement between Novato Sanitary District and Recology covers both the entirety of the City of Novato, and some parts of Unincorporated Marin County. The agreement was executed in May 2011, and was set to expire on December 31, 2025; however, the assignment provision of the Collections Agreement triggered at the time of Recology’s assignment of the agreement and will now expire on the date of the assignment in 2024.
Relevant Experience
APPENDIX
per RFQ, not included in page count
Rose Radford
Sr. Project Manager
About
Rose Radford has accumulated valuable experience in environmental consulting, research, policy, and data analysis. With her strong background in research and technical writing, Rose has provided valuable support for procurement of solid waste collection services by writing high-diversion collection service and processing/disposal agreements, conducting extensive surveys, and coordinating clear communications between clients and proposers.
Her other areas of expertise include: solid waste management planning and program development; operations, programs, and facility reviews; Municipal Code analysis and revision; researching and compiling data; operational and performance reviews of haulers; field studies and survey coordination; and financial planning, including rate modeling, rate studies and rate reviews.
Education
» Master of Public Administration in Environmental Science and Policy; Columbia University » Bachelor of Science in Conservation and Resource Studies; University of California, Berkeley » Construction and Demolition Facility Evaluator; Recycling Certification Institute Relevant Experience
» Conditional Use Permit (CUP) 5-Year Review | City of Richmond Project Manager, engaged to conduct the City’s 5-Year Review of Republic Services’ CUP for the West Contra Costa Sanitary Landfill Bulk Materials Processing Center (inclusive of Golden Bear Transfer Station and associated solid waste facilities). Rose led the evaluation and verification of Republic’s compliance with the CUP performance requirements during the period. She then assisted the City in drafting and negotiating changes to the CUP and a staff report to the Planning Commission, which included the recommendation to conduct ongoing monitoring for the period of one additional year.
The additional year of monitoring is complete and Republic was found to be substantially in compliance with the City’s requirements. Rose is currently engaged by the City to conduct ongoing monitoring of Republic’s compliance. » Planning Assistance in Response to SB 1383 Organic Waste Reduction Mandates | RecycleMore Project Manager, evaluated the JPA and its Member Agencies’ preparedness for SB 1383 by engaging with JPA and Member Agency staff as well as hauler representatives, providing specific guidance on areas of particular concern, recommending responsible entities for each requirement, and assisting in the first stages of implementation. Currently, Rose is reviewing draft municipal code updates to be provided by RecycleMore to Member Agencies for their consideration. » Negotiation and Procurement Assistance | Town of Atherton Project Analyst, currently providing procurement assistance services for the Town of Atherton (Town), evaluating and determining their best option for solid waste collection, recycling, processing, and disposal services. The Town currently has a Franchise Agreement with their hauler that expires in December 2020. R3 is assisting with identifying and documenting known current services and costs for those services provided to the Town by Recology and SBWMA and evaluating the Town’s options for securing a different service provider for collection services only, and for collections, recycling, processing and disposal services together.
» Contract Extension Negotiations | City of Los Altos
Project Manager, recently assisted Garth Schultz in contract extension negotiations with the franchised hauler on behalf of the City of Los Altos (City). Rose completed the City’s SB 1383 readiness analysis, identifying key contract terms to include in the extension negotiations, drafted the proposed contract language, and negotiated key outcomes identified by the City as priorities. The extension negotiations resulted in a franchise agreement that was SB 1383-ready, including universal roll-out of organics service to all businesses in the City, and a 20% reduction in the rate increase originally proposed by the hauler. » Solid Waste Hauler Procurement | City of Piedmont
Project Manager, she was instrumental in each step of the City of Piedmont’s recent procurement assistance project for solid waste collection services, participating in community engagement processes, incorporating requests from City Council, and writing both the RFP and the base contract used in the procurement. » Organics Processing Procurement Assistance | Zero Waste Sonoma (formerly Sonoma County Waste Management) Project Manager, assisted incorporated key recommendations and findings about organics material processing in the County of Sonoma to compile a Request for Information, which was followed by a full procurement process for Zero Waste Sonoma. As part of this process, she drafted and revised the RFP document and its attachments, participated in facilitating community workshops, and drafted the two high-diversion and high-performance base contracts for use by the Agency and its selected contractors. She assisted in the technical evaluation of the submitted proposals, including an evaluation of the proposed site location, capacity, pricing, and other issues of concern to the agency.
Carrie Baxter
Sr. Project Manager
About
Carrie Baxter has over a decade of experience in solid waste consulting, in a broad range of operational, planning, and financial projects. She specializes in providing legislative compliance assistance to local jurisdictions for implementing or expanding programs related to organic material collection, tracking, and infrastructure development, as well as assisting in negotiating improvements and best practices into municipal codes and collection agreements.
Carrie also has significant experience with competitive procurement projects for solid waste management services, including providing financial analysis services, such as studying rates and how to incentivize diversion, and engaging the community and stakeholders. In addition, Carrie routinely supports operations and performance reviews, evaluating billing and reporting systems and conducting on-site route audits, conducting comprehensive benchmarking and rate surveys, and creating disaster debris management plans for various cities in California.
Education & Achievements
» Bachelor of Science in Organization, Leadership & Management: University of San Francisco » Ms. Baxter authored an article in the March/April 2019 BioCycle Magazine » Presented at the 2019 BioCycle West Coast Conference; the 2019 CRRA Conference on Rate Setting for Organics Diversion; and the 2018 CRRA Conference on Disaster Planning
APPENDIX
City of Richmond | Solid Waste Collection Franchise Agreement per RFQ, not included in page count
Relevant Experience
» Procurement and Negotiation Assistance | Cities of: El Cajon, Banning, Eastvale, San Juan Capistrano, Fairfield, Santa Clara, Santa Clarita, Irwindale, and Vallejo, and CalPoly Pomona Project Manager, Carrie used her particular expertise in reviewing Agreements and recommending updates and revisions to contract language to incorporate legislative requirements and improve the efficiency, safety, and overall cost-effectiveness of existing operations.
» Procurement and Negotiation Assistance | County of Nevada Lead Analyst, served as the Lead Analyst for the negotiation of the County’s collection and transfer operation services.
Through this process, she analyzed Waste Management’s current diversion, compared customer rates and services to jurisdictions in the surrounding region, and analyzed the cost of needed renovations and improvements. » Procurement and Negotiation Assistance | City of Rolling Hills Estates Lead Analyst, recently assisted in the negotiations with the City of Rolling Hills Estates and their hauler, designing the new Agreement to assist the City in complying with state legislation and improve Waste Management’s public education and reporting, while maintaining current service levels. » Procurement and Negotiation Assistance | City of Half Moon Bay Lead Analyst, through the recent procurement process for solid waste collection services with the City, Ms. Baxter assisted in evaluating proposals, conducted site visits of the proposed facilities, assisted with negotiations, and prepared a final staff report to present the results and recommendations to City Council. As a result of negotiations, Ms. Baxter identified capital needs and operational efficiencies to help reduce operational costs, implemented new diversion programs (green and curbside recycling, residential and commercial food scrap collection), and increased diversion requirements due to analysis of surrounding jurisdictions. » Procurement and Negotiation Assistance | Zero Waste Sonoma Lead Analyst, assisted Zero Waste Sonoma in obtaining two short-term processing facility Agreements, and is currently providing on-call assistance in the finalization of one long-term processing facility Agreement to provide for organics processing capacity throughout the Sonoma County region. She also recently participated in the negotiation assistance for the nearby cities of Shafter and Rohnert Park and the Town of Windsor. » Solid Waste Franchise Review | Recology Sonoma Marin
Lead Analyst, reviewed the proposed assignment of solid waste franchise and other Agreements held by The Ratto Group (TRG) to Recology Sonoma Marin (Recology) for the cities of Cloverdale, Cotati, Healdsburg, Petaluma, Rohnert Park, Santa Rosa, Sebastopol, Sonoma County, Marin County, Novato Sanitary District, and Zero Waste Sonoma (Agencies). Specifically, she led the review of services and other requirements in the Agreements to assist the agencies in determining Recology’s operational and financial ability to perform the activities covered under the Agreements. She presented the findings in a final report to the affected Agencies and at several City Council meetings.
APPENDIX
per RFQ, not included in page count
Claire Wilson
Project Manager
About
Claire Wilson combines her background in environmental science and ecology with her experience in research and data analysis to work with local governments in reducing and better managing their waste streams. She has a strong background in legislative compliance and community outreach and education, and her expertise is centered around policy development, state law compliance, and solid waste agreement negotiations. She is experienced in Zero Waste and high diversion planning and implementation, specializes in community and stakeholder engagement strategies, and has worked with jurisdictions to develop innovative methodologies to approach Zero Waste and comply with State legislation, including AB 341, 1828, and SB 1383. To date, Claire has helped 75+ clients manage their hauler contracts, achieve compliance with State and local legislation, and implement new and exciting policies and programs around reuse, foodware, edible food recovery, and zero waste. She has also drafted municipal ordinances to update and clearly define diversion goals, state requirements, as well as codify such requirements in solid waste franchise agreements.
Education
» Bachelor of Science in Environmental Studies - University of California, Santa Barbara » Zero Waste Community Associate Certification - Zero Waste USA » 2019 Young Professionals Scholarship Recipient - California Resource Recovery Association Relevant Experience
» Legislative Compliance Assistance | RecycleMore (West Contra Costa Integrated Waste Management Authority) Project Support, authored the Inspection and Enforcement analysis for RecycleMore as a part of our SB 1383 planning effort, and attended meetings with agency staff to identify implementation steps for SB 1383 compliance. She conducted outreach and community engagement by notifying covered and non-compliant customers under AB 1826 and AB 341. She contacted over 200 customers and conducted site visits to educate business owners and determine their next steps. » Planning Assistance in Response to SB 1383 Organic Waste Reduction Mandates | RecycleMore Project Analyst, provided initial planning support for RecycleMore in implementing SB 1383. She analyzed current organics collection programs for all sectors, including processing, and determined adequacy to support compliance with SB 1383 and provided an estimate of additional collection and/or processing capacity needed. Additionally, she analyzed existing program compliance and new compliance requirements and provided recommendations for the most effective implementation. » Solid Waste Collection & Street Sweeping Procurement Services | City of Thousand Oaks Lead Analyst, currently serving as the Lead Analyst with the City in drafting the City’s new collection services agreement, and was a member of the selection team in the RFP process. She assisted in evaluating proposals and scoring, and finalizing the City’s franchise agreement.
» Solid Waste Organic Program Review | City of Riverside Project Analyst, recommended modifications and updates to the City’s existing program in support of state requirements for recycling and organics diversion, such as AB 341, AB 1826, SB 1383 and AB 1594. Also developed AB 1826 compliance plan for submission to CalRecycle.
» SB 1383 Compliance Plan | City of Vallejo
Project Analyst, developed a corrective action plan to achieve AB 1826 compliance, including exemption forms, compliance letters, tracking sheets, and scripts; and a clear action plan that identified responsible entities and actions to be taken, and Municipal Code updates for mandatory organics collection. » SB 1383 Organics Waste Reduction and Recycling Program | Ventura County Lead Analyst, currently evaluating the County’s franchise agreements, determining compliance with State Laws including SB 1383, analyzing and making recommendations around the Compost Materials Handling Facility Agreement, revising and drafting a compliant SB 1383 solid waste ordinance and construction and demolition ordinance, facilitating stakeholder engagement to inform future decisions around solid waste collection in the County. » SB 1383 (Organics) Rate Survey | CalRecycle (Department of Resources Recycling and Recovery) Project Analyst, provided research assistance on SB 1383 implementation, including compilation of data on rate structures, infrastructure development, and compost facility capacity for jurisdictions/haulers throughout California. » Food Recovery Program Strategic Plan | Alameda County Community Food Bank Project Analyst, developed a strategic plan for increasing food recovery and distribution efficiencies as well as funding strategies to meet the requirements of SB 1383. Identified food generators and modeled the amount of food that must be recovered to meet the State’s goal.
APPENDIX
City of Richmond | Solid Waste Collection Franchise Agreement per RFQ, not included in page count
Juliana Gerber is an environmental consultant with
7 years of direct experience in planning and
implementing recycling and zero waste projects. Her
expertise includes working on projects in the public and private sectors, and with agencies such as the cities of Piedmont, Alameda, Sausalito, as well as Zero Waste
Marin, StopWaste and RecycleSmart. Her work on these
projects primarily included project management for
a
ccessible outreach and education programs,
conducting surveys, performing waste audits, and
providing technical assistance to property managers in
the commercial and multifamily sectors to assist with AB 341, AB 1826, and SB 1383 compliance as well as any
local ordinances. A focus on building outreach that is
accessible to all stakeholders is a priority.
Juliana was promoted to serve as the Associate D
irector
of the Bay Area Woman-Owned firm, Envirolutions, LLC in
2021 after 6 years working with the firm. Envirolutions
specializes in designing and implementing zero waste,
recycling and sustainability projects, assisting
restaurants, hotels, multi-tenant commercial complexes
and multifamily dwellings in implementing effective
waste diversion programs. This has included conducting
waste audits, hosting staff and management training,
a
nd recommending service level changes.
Juliana also currently serves as the Financial
Coordinator for the Berkeley-based non-profit Northern
California Recycling Association (NCRA). Juliana started her environmental career in 2005 at Edgar & Associates
in Sacramento, a regulatory environmental compliance
engineering firm, where she managed day-to-day
operations of the business, as we
ll as studied legislation,
edited various studies and permitting plans, and
performed all executive assistant duties for the firm.
APPENDIX
per RFQ, not included in page count
Alejandr
Warre
is a sustainability consultant
and intersectional environmentalist working on
diverse Zero Waste, resource conservation and
environmental justice projects across the Bay Area.
She co-led efforts to pass the first single-use plastic
ban in San Mateo County in 2018 and co-founded
Plastic Free Future in 2020 a California non-profit
organization dedicated to the reduction and
elimination of plastic pollution through promoting
reusable alternatives and focusing on educat
ion to
underserved communities. Alejandra currently
works on multilingual outreach and technical
assistance to businesses adopting new foodware
ordinances and compliance with SB1383.
As Outreach Director with Envirolutions Consulting
she has managed and supported projects for
Salesforce, San Francisco Environment, the Sausalito
Sustainability Commission, the Office of
Sustainability of San Mateo County and more.
Through her work with Plastic Free Future, A
lejandra
develops and implements innovative, culturally
appropriate programs, webinars and tabling events
to reach out to unattended communities. Alejandra
proudly taps into her Indigenous/Latinx roots to
enrich her work and interactions with people and
nature.
APPENDIX
City of Richmond | Solid Waste Collection Franchise Agreement per RFQ, not included in page count
CITY OF RICHMOND
Sanctuary City Compliance Statement
The undersigned, an authorized agent of R3 Consulting Group Inc. (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).
Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contra ctor understands the meaning of the following terms used in the SCCO:
a. "Data B roker” means either of the following:
i. The collection of information, includi ng personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies; ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.
b. “Ext reme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."
Contractor unders tands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.
Contrac tor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contrac t termination.
By executing this Statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.
Based on the foregoing, the undersign ed declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed th is 2 day of March, 2022 , at Albany, California.
Printed Name: Garth Schultz Title: President
Signed: Date : March 2, 2022
Business Entity: R3 Consulting Group Inc., a California S Corporation Vendor SCCO Compliance Statement (Augt2020)
Sanctuary City Compliance Statement
APPENDIX
City of Richmond | Solid Waste Collection Franchise Agreement 11 R3 Consulting Group
1512 Eureka Rd STE 220
Roseville, CA 95661
RE: Subconsultant Letter of Commitment
Dear Ms Peggy Paulsen:
This letter serves as a commitment for services and budget quote for subcontracting services related to the proposal, CONSULTING SERVICES RELATED TO THE CITY OF RICHMOND’S SOLID WASTE COLLECTION FRANCHISE AGREEMENT. Costs include Envirolutions time and services to perform the following:
Task Task Description Budget
1: Project
Design
* Involve City management, business associations, community leaders, and civic organizations for their assistance in designing an inclusive process for community engagement * Inform key stakeholders of the process and integrate their feedback into project design * Design survey questions and the process for data collection and analysis * Determine indicators for program success
* Secure any necessary equipment and/or printed materials
$ 6,600
2: Community
Engagement
* Execute an innovative, and accessible multilingual community engagement process including stakeholders such as community organizations, civic groups, neighborhood councils, low-income housing service providers and faith leaders
* Conduct surveys through community meetings, town hall gatherings, tabling, workshops, webinars, and other methods of outreach
$ 15,400
3: Engage
Business and
Property
Management
Associations
* Include the perspective of the business community by reaching out to local businesses associations, property management associations, Homeowners Associations (HOAs), the Chamber of Commerce and other local trade organizations
* These groups will similarly be engaged through conducting surveys during meetings, webinars, workshops and other methods of outreach
$ 9,900
4: Data
Compilation
* Synthesizing data to decipher trends and outcomes once all surveying and data collection has been completed
* Transform data into graphs and slides that can be shared with project funders to present results
$ 4,400
5: Reporting * Incorporate results into the final report for the project $ 3,300 6: Materials
and travel * Placeholder budget for any printed materials needed and for mileage to and from outreach events $ 800 Total Estimated Budget $ 40,400
By submission of this commitment letter, Envirolutions certifies that the information submitted within the application is true, complete and accurate to the best of our knowledge. If you have any questions, please contact the undersigned.
Regards,
Juliana Gerber 6/13/2022
Associate Director, Envirolutions LLC
[email protected] l (916) 519-9212
Sub-Consultant Letter of Commitment
1512 Eureka Road, Suite 220, Roseville CA 95661 | p 916.782.7821 | f 916.782.7824 | www.r3cgi.com June 30, 2023
Ms. Shasa Curl, City Manager
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
submitted via email to: [email protected]
SUBJECT: Solid Waste Collection Agreements RFP - R3 Part B Proposal Dear Ms. Curl,
R3 Consulting Group, Inc. (R3) is pleased to submit the attached proposal to express our interest in providing the Cities of Richmond and San Pablo (Cities) with consulting services for a competitive RFP to secure new solid waste collection agreements.
Introduction
Our team is uniquely qualified to provide the requested services to the Cities, in that we have the ability to leverage our current work efforts with multiple jurisdictions throughout the State. Most recently, for the City of Rosemead, R3 led the team in procuring new solid waste collection services through a competitive process - yielding unanimous City Council approval of the new Agreement, which has a focus on compliant organic collection programs.
R3 is at the forefront of SB 1383 compliance planning and implementation - we have been actively tracking the development of the regulations and have participated in the SB 1383 rule-making process through its finalization. SB 1383 has complex requirements, which affects many aspects of solid waste collection and post-collection systems.
Project Team
Garth Schultz, Principal, will serve as Project Lead and primary point of contact. Scott Hanin, Rose Radford, Paulina Benner, Claire Wilson, Sarah Koplowicz and Maryann Hulsman will provide direct support. Our team also has the ability to draw upon additional staff members on an as-needed basis.
Throughout this engagement, we will work with the Cities to establish a coordinated approach, thus facilitating a cost-effective and smooth transition into implementation for the Cities, the selected hauler(s), and, of course, for your solid waste customers.
* * * * * We are excited about this opportunity to work with the Cities in this engagement. Should you have questions regarding our proposal or need additional information, please reach out to me directly.
Sincerely,
Garth Schultz | Principal
R3 Consulting Group, Inc.
510.292.0853 | [email protected]
TOCCities of Richmond and San Pablo | Solid Waste Collection Agreements
1. Scope of Work
page 1
2. Qualifications
page 6
3. Cost Proposal
page 8
TABLE OF CONTENTSTABLE OF CONTENTS
1 Cities of Richmond and San Pablo | Solid Waste Collection Agreements
1. Part B SCOPE OF WORK
Because R3 primarily provides services to public agencies, our clients receive unbiased opinions and recommendations throughout the negotiation and/or procurement process. We maintain excellent professional working relationships and have no conflicts of interest with landfill and facility operators or haulers. R3 staff have heard directly from many of the companies that they appreciate our knowledge and non-confrontational style in achieving successful outcomes for all parties.
More specifically, we understand what information these solid waste, recycling and organics collection companies will need to provide, how they can best provide that information, and can further anticipate and address business interest concerns that may arise during the procurement process. Our approach to working with solid waste, recycling and organics collection companies is to be direct, respectful of their time and effort, and help them prepare the best possible proposal for the consideration by the Cities.
This approach helps remove barriers to hauler cooperation with negotiating final terms of a new agreement, minimizes the number of information requests to haulers, and provide for cost-effective completion of the project without the need for intensive City staff involvement. Our focus on providing services exclusively to public agencies helps ensure that the Cities’ best interests are represented.
Solid waste consulting firms who provide services to haulers/solid waste operators cannot provide this same level of protection. This vulnerability can result in an apparent – if not actual – conflict of interest, and in turn, limits the success of the project. Unlike our competitors, R3 has the staffing backgrounds from public agencies, solid waste firms, policy and financial companies, all of whom can aid the engagement as needed.
Project Approach
Our approach to conducting procurement projects is structured and orderly and follows a well-tested methodology. R3 will prepare a draft franchise agreement for the Cities. The draft agreement will be included as part of the RFP packet that R3 develops. Proposers will be required to identify exceptions they take to the draft language and offer acceptable alternative language for the Cities’ consideration. The Cities will not however be required to accept any proposed exception.
R3 will also provide the following services as part of the procurement process:
› Develop a list of haulers to receive the RFP.
› Conduct a pre-proposal Zoom meeting with potential proposers. › Prepare written responses to questions submitted regarding the RFP and preparing addenda as necessary.
› Evaluate proposals and work with but not necessarily be part of the Evaluation Team. › Manage and facilitate interviews with proposers, if needed. › Conduct negotiation sessions.
› Prepare staff reports and presentations.
› Finalize the franchise agreement(s).
› Present recommendations to the City Councils.
Scope of Work Part B
Task B1 Kick-Off Meeting
Upon authorization to proceed, R3 will facilitate a kick-off meeting with staff from the Cities. The meeting will provide an opportunity to review the project objectives, R3’s project approach, schedule, and data availability. The kick-off meeting will serve to set the expectations, project responsibilities, milestones and timeline for the Scope of Work and establish the best means for ongoing communication and collaboration between R3 and the Cities for the duration of this engagement.
1. SCOPE OF WORK
2 Cities of Richmond and San Pablo | Solid Waste Collection Agreements One item of importance for discussion during the kick-off meeting will be how R3 and the Cities’ staff will work collaboratively to ensure that this project provides the best possible outcomes for customers and ratepayers, while still achieving meaningful compliance with the law. Also, at this meeting or sooner, R3 will develop an information request from the Cities to ensure as much accurate and current information is shared with prospective proposers. After the kick-off meeting, R3 will provide meeting minutes including notes, schedule, and milestones. Ongoing coordination will continue throughout the project through virtual meetings.
To provide the most cost-effective services, we have budgeted for many meetings to be virtual, including regular check-in meetings with the Cities’ staff. This approach has proven to be very successful in other similar engagements. In person meetings are still beneficial for completing major milestones of the project.
Task B2 Technical Document Development and Presentations Task B2.1 Develop a New Solid Waste Franchise Agreement Using our experience bringing California municipalities into compliance with CalRecycle requirements, and with our understanding of recent state legislation, we will advise the Cities on the latest solid waste trends as it pertains to both franchised services and the Agreement development. This information will be discussed during our kick-off meeting, as well as in follow-up correspondence with the Cities. R3 will draft the new Agreement incorporating the information gathered in prior tasks. Because we are currently developing similar agreements for several clients, we can include the current industry standards and best practices for items such as performance bonds, indemnification, insurance, liquidated damages and reporting and record keeping requirements. The new Agreement will also include detailed performance requirements that establish minimum service standards for inclusion in the Agreement that are both quantifiable and easily measured to verify compliance Performance requirements may include, but are not necessarily limited to, the following:
› Disposal and processing facility requirements.
› Minimum waste diversion requirements.
› Collection vehicle emissions standards and requirements. › Collection vehicle weight, size, and noise limitations. › Specifications for container size, color, and labeling. › Public education program requirements (e.g., quarterly newsletter, annual campaigns, classroom presentations). › Collection and recycling services to the Cities’ offices, facilities, and events. › Collection service hours.
› Collection service quality standards.
› Collection driver uniforms and identification badges. › Customer service standards.
Task B2.2 Prepare Qualifications and Recommended Eligible Service Providers As part of the RFP Package, R3 will prepare minimum qualifications regarding each potential service provider’s capacity and capability to perform the requisite services during the contract term and any extension. These qualifications will be required to be submitted with the submittal of proposals from qualified collection contractors. R3 has an extensive list of solid waste companies operating in California and nationally and will provide a mailing list to the Cities for consideration when sending out the RFP package. R3 will work with the Cities to publicize the availability of the RFP package and work with staff to post the RFP on the Cities’ websites.
As part of this task, we will provide an electronic version of the draft minimum qualifications to the Cities for comments. At staff’s preference and in conjunction with our check in meetings, we will be available to meet with staff to address comments. Following discussion with the Cities and using a single compiled document with comments from the Cities, R3 will compile our final minimum qualifications for incorporation into the RFP Package.
Task B2.3 Prepare Criteria and Methodology to Evaluate Proposals R3 will prepare a written set of recommended evaluation criteria and a methodology for review and discussion with staff. In R3’s experience, the evaluation will include, but not be limited to, conducting an initial “pass-fail” review.
We will provide an electronic version of the draft criteria and methodology to evaluate proposals to the Cities for comments.
1. SCOPE OF WORK
Note:
3 Cities of Richmond and San Pablo | Solid Waste Collection Agreements At staff’s preference and in conjunction with our regular virtual check in meetings, we will be available to meet with staff to address comments. Following discussion with the Cities and using a single compiled document with comments from the Cities, R3 will compile our final criteria and methodology to evaluate proposals for incorporation into the RFP Package.
Task B2.4 Prepare RFP Package
Task B2.4.1 Prepare Request for Proposal (RFP) Package R3 will develop an RFP package – this includes a draft RFP, a draft Solid Waste Agreement and cost forms for proposers to complete, and the evaluation criteria and methodology. The draft RFP will specify minimum requirements and qualifications and will require proposers to submit work plans that specify how they will transition to new services, achieve diversion requirements, implement customer service programs, and promote public education activities. The RFP package will include waste data (tonnage and current account data) previously collected in Task 1.
Separate sections of the RFP may include, for example:
› Section A: Introduction to the RFP, Instructions, Schedule, Procurement Goals and Objectives. › Section B: Available Background Information, Demographic, Service Account Data (i.e., tonnage, number of accounts, historical operating information, and current services). › Section C: Overview of Requested Service Requirements. › Section D: Response Format and Submittal Process, Qualification Requirements, Required Work Plans, and Proposed Rates.
— Transition Plan, detailing the plans and schedule of events leading up to the provision of new services. — Operations Plan, presenting specific collection and processing programs to be implemented in the Cities including vehicles, containers, route operations, facilities, safety, and reporting. — Customer Service Plan, detailing specifically customer service operations. — Diversion Plan, describing the diversion and sustainability programs associated with providing the requested services.
— Education and Outreach Plan, specifying methods and public education materials that will be used at program start-up and throughout the agreement term and any extensions. — Financial Services Plan, access to capital, current financial statements, balance sheet, profit and loss statement and debt.
— Proposal Cost and Service Forms, excel worksheets for proposers to provide their proposed customer rates and supporting cost data.
› Section E: Evaluation Selection Criteria and Evaluation Process. › Section F: RFP Conditions, Communication Protocol for Contractors and the Cities, and Proposal Cost and Service Forms.
› Attachment 1: Draft Solid Waste Agreement.
Task B2.4.2 Finalize and Issue RFP and Agreement
Following staff review, R3 will be available to meet with staff and the Cities’ legal counsels to address comments.
Based on Cities’ direction, R3 will finalize the RFP package and provide the Cities with an electronic copy which can be used to present to City Councils for review, if desired. Prior to issuance of the RFP, each City Council will have the opportunity to review and provide comments.
Task B2.4.3 Conduct a Mandatory Pre-Proposal Meeting and Prepare the RFP R3 will conduct a mandatory pre-proposal meeting with prospective proposers. The pre-proposal meeting will provide the opportunity for the Cities to review the RFP with prospective proposers and answer questions as appropriate.
We will prepare written responses to questions raised before and during the pre-proposal meeting for submittal to all parties that attended the meeting. In addition, R3 will prepare addenda to the RFP as necessary.
Task B2.5 Evaluate Proposals
R3 will assist the Cities with the evaluation of up to four proposals received in response to the RFP. The evaluation will include, but not be limited to, conducting an initial “pass-fail” checklist against RFP minimum requirements, and evaluating the proposers’ qualifications, references, processing and disposal facilities, approach to meeting diversion requirements, customer rates (prices), collection methods, customer service programs, financial statements, transition experience and work plans.
1. SCOPE OF WORK
4 Cities of Richmond and San Pablo | Solid Waste Collection Agreements After the initial evaluation is completed, we will prepare any written requests for clarification to the haulers, as necessary. In the event a proposal does not meet the minimum requirements of the RFP, we will recommend that the proposal be disqualified as “non-compliant”.
R3’s role in the evaluation process will also include facilitating the evaluation meetings and developing proposal summaries and rankings as appropriate. This will include providing staff with questions in advance to be asked to evaluate the information provided during interviews.
Separate sections of the evaluation analysis may include, for example:
› Executive Summary (introducing and summarizing the evaluation analysis and the recommendation.) › Summary of RFP Responses
› Financial Capability
› Technical Proposal (work plans including route design, public safety plan, sustainability programs, and education and outreach plan.)
› Customer Rate and Cost Proposals (consistent with the proposed activities, proposed equipment, requested services, and work plans.)
› Enhanced Proposal Terms
› Rate Revenues to the Hauler and Cities
› Start-up Capital Costs
Following drafting the evaluation analysis, R3 will facilitate several meetings with Cities’ staff, as directed. Meetings will include (1) a summary of the proposals received, including any proposed enhancements, and (2) the results of the evaluation process.
Additional aspects of the evaluation process will include:
› Meeting with Cities’ staff to discuss evaluation criteria and select proposers to be selected for interviews. › Coordinating interviews with up to four (4) proposers, including scheduling and development of questions in consultation with Cities’ staff.
› Leading up to two (2) meetings to provide (1) a summary of the proposals received, including any proposed enhancements; and (2) the results of the evaluation process. › Collaborating with staff to present results to the City Councils.
All work performed through Task 2 will be coordinated as a joint procurement effort covering both Cities at once.
Following presentation of evaluation results to the City Councils, R3 will work with the Cities individually to negotiate final agreements with the selected proposer. Therefore, Task 3 will entail work efforts performed to the benefit of the individual Cities, and not jointly.
Task B3 Negotiate with T op Ranked Proposer(s) and Present Results Task B3.1 Agreement Negotiations
Based on direction from the Cities, R3 will confirm deal points, and lead Agreement negotiations with the top ranked proposer(s). Negotiations will focus on clarifying the proposer’s services and cost proposal and incorporating optional services as may be selected by Cities’ staff. This Task will include meetings with the Cities beforehand to confirm our approach for the negotiations. Our proposal assumes up to two (2) negotiation meetings with top ranked proposers, including pre- and post-discussions with Cities’ staff to confirm approach and recap as necessary.
Task B3.2 Finalize New Agreement and Present Recommendations to City Councils R3 will present the results of the evaluation process to City Councils tentatively set for February 2024, including recommendations made by the evaluation team. This will include a summary of the proposal process, proposals received, the evaluation process, and the results and recommendations for award of the Agreement. Based on direction from City Councils, we will incorporate program changes or options selected by City Councils and finalize the Agreement for the finalist proposer to sign. This will include incorporating changes to the draft agreement through the issuance of addenda by the Cities, final program options selected during the selection process, proposed rates, final work plans, exhibits, etc.
R3 will prepare a second presentation to City Councils summarizing the evaluation process and recommendations for award based on program changes or options selected by City Councils during the first presentation.
1. SCOPE OF WORK
5 Cities of Richmond and San Pablo | Solid Waste Collection Agreements Project Schedule
R3’s proposed schedule, below, incorporates tentative completion dates. Please note that this schedule provides the relative timing of major project tasks and will be adjusted, if necessary, based on when authorization to proceed is granted.
TASK TENTATIVE
COMPLETION
Project Initiation and Kick-Off Meeting August 2, 2023 Develop New Franchise Agreement September 13, 2023
Prepare RFP Package September 13, 2023
Finalize and Issue RFP and Agreement October 11, 2023
Conduct a Mandatory Pre-Proposal Meeting and Prepare RFP Addenda November 8, 2023 Proposals Due December 6, 2023
Proposals Evaluation January 10, 2024
Interviews January 24, 2024
Present Evaluation Team Results to City Councils February 21, 2024 Negotiate with Top Ranked Proposer(s) March 20, 2024
Finalize New Agreement and Present Recommendations to City Councils May 15, 2024 New Agreements July 1, 2025
1. SCOPE OF WORK
6 Cities of Richmond and San Pablo | Solid Waste Collection Agreements
2. R3 QU ALIFICATIONS
About R3
Incorporated in California in 2002, R3 is a California Certified Small Business with offices in Oakland and Roseville. For the past two decades, we have specialized in providing a diverse range of solid waste management consulting services to public agencies, including rate and financial reviews, competitive procurement and/or extension negotiations of collection, processing and disposal services; development, implementation and monitoring of service contracts and franchise agreements; and legislative compliance.
For the past two decades, we have specialized in providing a diverse range of solid waste management consulting services to public agencies, including:
› Planning, implementation and monitoring, and administrative services in support of legislative compliance with SB 1383 and SB 1016 and Assembly Bill (AB) 939, AB 341, AB 1826, AB 1594, AB 1669, AB 901, and AB 876.
› Rate and financial reviews and analyses of fees, rates, and rate structure options. › Competitive procurements and/or extension negotiations of collection, processing, and disposal. › Developing, implementing, and monitoring hauler performance of service contracts and agreements.
Our team has dedicated their careers to the field of solid waste management and sustainability, and skillfully deliver expert industry analysis and recommendations to our clients, who consist of municipalities, jurisdictions, public agencies, and joint power authorities - but never the solid waste companies we may be reviewing someday.
Procurement & Negotiation Services
Our team provides a variety of negotiation and procurement assistance services for our clients, ranging from assisting jurisdictions with “sole-source” negotiations with an existing service provider, to managing all aspects of a competitive procurement process for solid waste and recycling collection, recycling, organics, processing and disposal services. We typically provide “full-service” procurement assistance, meaning that we work closely with our clients on all aspects of a competitive procurement project.
Our procurement and negotiation services include the following:
› Negotiation, development, and monitoring of contracts and Agreements. › Assistance with the technical and financial evaluation of proposals. › Evaluation of commercial collection system service options and structures. › Development of policy and programmatic alternatives that meet the specific needs of the community. › Compliance monitoring and review.
› Design of performance standards, incentives, and penalties related to contractor performance. › Development of an annual adjustment mechanism to contractor compensation and user rates and fees. › Leadership in community and stakeholder engagement processes, including workshops, focus groups, surveys, interviews, and presentations.
› Preparation and distribution of Request for Proposals packages, including the Agreement and operating contracts.
2. R3 QUALIFICATIONS
7 Cities of Richmond and San Pablo | Solid Waste Collection Agreements Relevant Experience and References
Since 2002, R3’s project team has developed a unique level of relevant experience and knowledge of solid waste solutions that can help you deliver the programs and policies that your community needs. Our work, with a sampling shown below, covers everything from agreement negotiations to policy and ordinances development, legislative compliance, and education and outreach.
Our team is proud to have served 120+ clients over the past three years, and below, we have compiled a sample list of projects relevant to the Cities’ scope of work.
Operations &
Performance
Review
Rate Study /
Financial
Review
SB 1383
Compliance
Negotiation
Assistance
Procurement
Assistance
City of Banning X X
City of Beaumont X X
City of Burbank X X X
City of Cloverdale X X X X
City of Eastvale X
City of El Cajon X X
City of Fairfield X X X X
City of Folsom X X X X
City of Petaluma X X X X X
City of Piedmont X X X X
City of Pomona X X X X X
City of Rancho Cordova X X X X X
City of Rohnert Park X X X
City of Rosemead X X
City of Salinas X X X X
City of San Bruno X X X
City of San Luis Obispo X
City of Santa Barbara X
City of Santa Clara X X X X
City of Santa Clarita X X X
City of Santa Monica X X X
City of Santa Rosa X X X X
City of Turlock X X
County of Sacramento X X
Sonoma County X X X
Town of Windsor X X X
CLIENT
SERVICES PROVIDED
2. R3 QUALIFICATIONS
8 Cities of Richmond and San Pablo | Solid Waste Collection Agreements
3. PR OJECT BUDGET
R3 proposes to complete a joint procurement for the Cities for a cost of $183,025. Table 1, below, shows the cost and relative level of effort broken out by task. Additional consulting services beyond those proposed will be charged at the hourly billing rates shown in Table 2, below. Note: The cost share, per City, is half of the total budget, or $91,512.50 per City. Fees for work completed will be billed monthly at the first of each month, for the preceding month, and are due within 30 days of the invoice date. It is common to have the selected proposer reimburse the jurisdiction for the cost of the effort, and it is our intention to support the Cities in doing so via this engagement.
R3’s current agreement with the City is projected to have approximately $51,575 in remaining value after the conclusion of the current community engagement efforts. Given this remaining value, approval of this proposal would require an amendment of $131,450 to our agreement, for a revised not-to-exceed contract amount of $268,185.
Table 1: Breakdown of Costs
HOURS COST
1 Project Initiation and Kick-Off Meeting 20 $ 4,475
2 Technical Document Development and Evaluation 520 $ 116,875 3 Negotiate with Top Ranked Proposer(s) and Present Results 190 $ 43,375 730 $ 164,725
80 $ 18,300
810 $ 183,025TOTAL
TASKS
10% Contigency
TASKS TOTAL
Table 2: Standard Hourly Billing Rates
CLASSIFICATION HOURLY RATE
Principal $ 285
Sr. Director $ 285
Director $ 240
Sr. Managing Consultant $ 220
Managing Consultant $ 200
Sr. Consultant $ 190
Consultant $ 170
Associate Consultant $ 155
REIMBURSABLE COSTS
Consultants/Subcontractors Cost plus 10%
Lodging and Meals Direct cost
Travel — Private or company car At Current Federal Rate Travel — Other Direct cost
Delivery and other expenses Direct cost
3. PROJECT BUDGET