CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF:
To:
From
April2,2024
Honorable Mayor and City Councilmembers
City Manager
Assistant City Manager/City Clerk
Receipt of update on the schedule and Approve or Revise evaluation criteria included in the Request for Proposals (RFP) document for the new residential solid waste collection and street sweeping services contract.
Subject
RECOMMENDATIONS: That the City Council receive the update on the schedule and approve or revise evaluation criteria included in the Requestfor Proposals (RFP) documentforthe new residentialsolid waste collection and street sweeping services contract.
EXECUTIVE SUMMARY:
As discussed at the February 2024 City Council meeting, despite extensive efforts over numerous months to protect residents and businesses from substantial rate increases, and as a result of unsuccessful negotiations between the City of Sebastopol and Recology, the Council approved pursuing a competitive process for future hauling services and authorized R3 to conduct the procurement process, The current contract for residential solid waste collection and street sweeping services expires on Decembe r 31,2024, but Recology and the City have approved extensions through June 30, 2025 as well as Recology agreeing to "if requested by the City in order to compete the RFP process, Recology will consider, and negotiate in good faith, for an addltional extension of 6 months". Tonight's item is to provide the City Council the update on the Request for Proposal containing the schedule and evaluation criteria and to provide an opportunityforthe City Councilto comment priorto release of the RFP.
BACKGROUND AND DISCUSSION:
It is anticipated that the RFP will be released in June, with proposals due in July. Evaluations and interviews are anticipated to be completed in August, with presentation of results to Council in September and presentation of final contract for award recommendation in October.
A draft timetable is listed below for information
Task Area / Milestone Tentative
Start Date
Tentative
End Date
R3 Prepares Draft RFP and Draft Franchise Agreement 1,1"-Mar-24 22-Apr-24 Council Meeting - Draft Evaluation Criteria
Citv Staff /Council Review of Draft RFP and Franchise Agreement 22-Apr-24 6-Mav-24 R3 Finalizes RFP and Franchise Agreement 6-May-24 2O-Mav-24 Final City Review of Drafts 2O-May-24 3-Jun-24
Council Meeting - Approve Release of RFP
lssue RFP and Agreement 5-lun-24
Mandatory Pre-Proposal Meeting and Prepare RFP Addenda 19-Jun-24 Proposals Due to City 3t-lul24
r-24
4-lun-24
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: April 2, 2024
Tentative
Start Date
Tentative
End Date Task Area / Milestone
lnitial Evaluation of Proposals 3t-Jul24 t4-Aue-24
lnterviews L4-Aue-24 2t-Aue-24
Complete Evaluation of Proposals 2t-Aue-24 28-Aue-24
Finalize Agreement
N ate with To Ranked Pro ser
L7-Sep-24
2 1-Oct-24
4-Se
,t ,,t1, f.j 1 t1:,,),'1i,
New nt Takes Effect 1-Oct-25
The overall objective of this process is to achieve the best combination of services, company qualifications and price. The consultant has provided draft evaluation criteria to be incorporated into the request for proposal as well as points to be attributed to that criteria outlined below. lt is anticipated that City staff will work with the consultant to evaluate the criteria of all proposals (and interviews) and then score the proposals via a consensusbased scoring process using these evaluation criteria, as they may be revised tonight by the City Council. After the Council approves the criteria for the Request for Proposal (RFP), the consultant will proceed to complete preparations of thefinal RFPfor Release. Aftercompletion of the proposalevaluation and interview process, City staff and the consultant will return to a City Council meeting with a recommendation for selection of the proposer deemed to be capable of delivering the best value for the City. Then, staff and the consultant will proceed to negotiate the final terms and conditions of agreement with the selected proposer and will bring a Final Agreement to the Council for potential contract award.
The evaluation criteria below are for Council consideration for the RFP. City Council should review and provide any recommended changes for inclusion into the RFP.
SEBASTOPOL RFP DRAFT EVALUATION CRITERIA
MAXIMUM
POSSTBtE
POINTS
t QUALITY OF SERVICE & REFERENCES 2A
a
Quality of service performance in the City and in reference communities, especially with respect to service issues like missed pickups and cooperative approaches to providing data and developing new programs, as well as litigation history.
b
Proven successful operations of recyclable material and organic waste programs that achieve high participation levels in diversion programs.
c
Demonstrated expertise in designing and using data management systems to assure accurate data collection, analysis, and reporting.
2 SUSTAINABITIW 20
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: April 2, 2024
o
Demonstrated ability to support City efforts to mitigate environmental and infrastructural impacts of solid waste collection, including, but not limited to, reducing vehicle miles travelled (VMT), air pollution (GHG), and damage to City roadways.
b
Proposed approach to facilitating City's implementation of its Climate Action Framework, Zero Waste goals, and associated environmental initiatives.
c
Approach to the use of alternative fuels in collection vehicle fleet, in a blend consistent with EPA and Department of Energy standards for alternative fuels, and approach to the implementation of CARB's ACF regulations.
d
lnternal sustainability programs (use of local vendors, innovative "green" approach to providing services, corporate sustaina bility, etc.).
3 SERVICE RATES & VALUE 20
a Proposed Single Family Residential Service Rate weighted rank. b Proposed Multi-Family Residential Service Rate weighted rank.
C Proposed Commercial Service Rate weighted rank.
d Overall value of proposed service at proposed Service Rates. 4 PROPOSED SERVICE$ IMPROVEMENTS, & TECHNOTOGY 15
a
Proposed approach to service transition that minimizes disruption to the community and involves a clear and efficient implementation schedule.
b Proven ability to decrease waste and increase recovery of waste materials via creative solutions. c
Proposed recyclables processing facility(ies) is/are fully permitted, have sufficient processing capacity, demonstrate reasonable residual percentages, and located such that they do not lead to excessive VMT d Proposed approach to route operations, collection vehicles, and collection containers e
Proven ability to meet regulatory requirements, including all state and local recycling and organics diversion requirements, and to provide City with required reports and data (annual report, tonnage, SB 54, AB 341, AB 1825, etc.).
e
Proven ability to use technology to innovate and provide value above and beyond the basic standards for service included in the RFP and Agreement, including but not limited to the ability to easily and transparently share data with the City and to the public. f
Proposed approach to providlng vchiclcs cquipped with technology to provide service verification and GPS tracking, and City's access to such collected information.
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: April 2, 2024
5 COMMUNIW EMPLOYMENT & PARTNERSHIP 10
o
Demonstrated experience fostering and supporting the well-being of the City in direct and collaborative partnership with the City.
c
Demonstrated approach to local hiring, including specifics about compliance with displaced employee hiring requirement, competitive benefits, a commitment to equity, and a willingness to engage in discussions with organlzed labor.
d Proven ability to engage in proactive communications with City staff and partners. f
Proven commitment to employee on-the-job safety, as well as to a Vision Zero approach to vehicle safety.
6 coMMUN|CAT|ON, OUTREACH, & CUSTOMER SERVTCE 10
o
Proposed approach to providing effective and innovative educational outreach materials to all customers to increase participation in diversion programs and reduce contamination of collected organic waste and recyclable materials.
b
Proven responsiveness to customers, including but not limited to excellent customer communications, follow-up, follow-through, and ability to listen to customer feedback. 7 FINANCIAL ABILITY & INTEGRITY 5
a
Financial review, including a review of key financial indicators, outstanding debt and debt coverage ratios, ability to finance capital purchases and needed start-up investments in equipment. b Propose/s capacity and plans for responding to fluctuations in the value of recyclable material markets. c
Demonstrated approach to prevention and identification of internal fraud, corruption, and/or financial malfeasance.
TOTAL POSSIBTE PROPOSAT EVALUATION SCORE {00
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and reviewatleastT2hourspriortoschedulemeetingdate. TheCityhasalsousedsocial mediatopromoteand advertise the City Council Meeting Agenda ltems.
FISCAL IMPACT:
The Council approved up to S200,000 in consulting and staff fees all of which will be fully reimbursed to the City by the selected proposer.
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: April 2, 2024
OPTIONS:
That the City Council consider and approve the proposed criteria; or That the City Council consider and provide amendments to the proposed criteria ATTACHMENTS: None
APPROVALS:
Department Head Approval: Approval Dale: 3/21/2024
CEQA Determination (Planning): Approval Date: 3/21,/2024 The proposed action is not a proiect under the California Environmental Qualitv Act (CEQA) Administrative Services (Financial) Approval Date:3/25124 Costs authorized in Citv Approved Budset: M Yes n No n N/A Account Code (f applicable) t00-11-01,-4210
City Attorney Approval: Approval Dale: 3-21-2024
City ManagerApproval: Approval Dale: 3-25-2024
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: April 2, 2024