Request for Proposals - Solid Waste Operation Consulting Services

Title: Request for Proposals - Solid Waste Operation Consulting Services Deadline: 7/5/2022 5:00 PM (UTC-07:00) Arizona Status: Open Solicitation Number: PW 22-075 Description: The City of Avondale is issuing this Request For Proposals seeking proposals from qualified firms with experience in solid waste, recycling, and bulk trash consulting services interested in providing the study of City’s Solid Waste division’s current operations and providing recommendations for service enhancements and efficiencies, as more particularly described in the attached solicitation document. Pre-Bid Meeting Date: 6/14/2022 9:00 AM Pre-Bid Meeting Details: Join Zoom Meeting https://avondaleaz.zoom.us/j/87560157600?pwd=RWtxL2V2b1p6SmxSTXM5dVRqVjRXUT09&from=addon Meeting ID: 875 6015 7600 Passcode: 441425 One tap mobile +12532158782,,87560157600# US (Tacoma)

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Yes No Documents: Documents as of 5/24/2022 PW 22-075 Solid Waste Operation Consulting Services.pdf How to respond to an online bid.pdf All Additions Questions Addition 1 Posted: 6/14/2022 Type of Addition: Pre-Submittal Meeting Participants Documents: Pre-Submittal Meeting Participants 06-14-2022.pdf Addition 2 Posted: 6/23/2022 Type of Addition: Addendum No. 1 Overview: Q&A Documents: PW 22-075 Addendum No. 1.pdf Question 1 Posted: 6/15/2022 Question: Would the City be agreeable to adjusting the project schedule so that the draft written report is provided to the City by November 15, 2022? Response: Avondale's fiscal year runs from July 1 to June 30. Avondale will begin preparing its FY 2024 budget in December this year. The estimated costs of all actionable items for FY 2024 identified by the consultant must be incorporated into the proposed 2024 budget by this November. The requirement states in 3.8.1. is unchanged, but the City may allow an extension based on the justification. Question 2 Posted: 6/21/2022 Question: Will the below documents/information be counted against the 15 page maximum for the proposal? 1. Proposal Cover (includes a graphic and title of proposal) 2. Acknowledgement Page, with Signature for Addendums received 3. Past Performance Verification Evaluation Form (Part V. Attachment 1) 4. Fee Proposal Form with Signature 5. Any Divider Pages for Attachments 6. Back Cover for Proposal Thank you for your time. Response: None of them will be counted against the 15-page maximum for the proposal. Thank you. Question 3 Posted: 6/22/2022 Question: To get confirmation, are travel costs NOT to be included in the form? The form somewhat says, “Travel, lodging and per diem need prior approval from PW. Consultant shall submit appropriate supporting documentation for PW’s approval for the reimbursement,” so travel would be considered separately and reimbursed based on actual cost? Response: Travel costs will be considered separately and the Consultant will be reimbursed for actual expenses incurred. Lodging and per diem will be based on the current rates specified in https://www.gsa.gov/travel/plan-and-book. For air travel, we expect the Consultant to reserve reasonably priced and refundable economy airfare at least 21 days in advance if possible. Question 4 Posted: 6/22/2022 Question: Part II, Subsection 2.2(F) “Pricing” states “The Fee Proposal must be provided in the format attached as Exhibit C of the Professional Services Agreement. The Fee Proposal shall list the individual cost for each of the program expenses and shall be provided in a spreadsheet format to enable the City staff to determine (1) total labor hours, (2) key team member(s) proposed for each task and sub-task and (3) number of management, engineering, technical, drafting and support personnel hours proposed for the project. The hourly rate, name of the team member and staff classification shall be included in the spreadsheet. Identify all other costs to be billed to the project, including project expenses (no mark-up on expenses will be allowed) and subcontractor fees.” o Since the format of Exhibit C is not a spreadsheet that accounts for the level of detail described, does the Fee Proposal consist of Exhibit C and a spreadsheet that addresses the requested information detailed above? o Exhibit C states “Travel, lodging and per diem need prior approval from PW. Consultant shall submit appropriate supporting documentation for PW’s approval for the reimbursement.” Since Exhibit C is not a spreadsheet that accounts for travel, should anticipated travel be included in the “Other (please specify)” line on Exhibit C? Response: Please use Exhibit C or prepare your own documentation using the same format in Exhibit C. You may list Travel in "Other" on Exhibit C if you wish, it will not be evaluated. Travel costs will be considered separately and the Consultant will be reimbursed for actual expenses incurred. Lodging and per diem will be based on the current rates specified in https://www.gsa.gov/travel/plan-and-book. For air travel, we expect the Consultant to reserve reasonably priced and refundable economy airfare at least 21 days in advance if possible. Question 5 Posted: 6/22/2022 Question: Part I, Subsection 1.2(B) “Submittal Questions” states that “Vendors must submit one PDF copy of the Proposal as an attachment to the City’s Vendor Registry website. Failure to adhere to the submittal criteria shall result in the Proposal being determined non-responsive.” However, Part II, Subsection 2.2(F) “Pricing” states “Vendor shall submit the same number of copies of the Fee Proposal as described in Part I, Subsection 1.2(C)(6) “Required Submittal” as a separate, PDF attachment with the Vendor’s Proposal with the signature of the representative of the Vendor who is authorized to make such an offer.” Are we to submit the Fee Proposal as a separate pdf from the proposal? Response: Please submit the Fee Proposal as a separate PDF. Question 6 Posted: 6/22/2022 Question: Since this is an electronic submittal, will the use of DocuSign be acceptable for requested signatures, including Vendor Information Form, which requires “an original ink signature” (Section 2.2A(F)? Response: DocuSign is acceptable. Question 7 Posted: 6/22/2022 Question: Can the City share a budget for this project? Response: The estimated budget is $75,000. Question 8 Posted: 6/22/2022 Question: Has the City previously contracted with a consultant for solid waste operations or financial services, and if so, who? Response: The City has not contracted with any consultant for solid waste operations. Question 9 Posted: 6/22/2022 Question: Can the City provide a copy of the Pre-proposal PowerPoint presentation? Response: The City will issue addendum 1 by tomorrow morning to include all Q&A and a copy of the pre-proposal PowerPoint presentation. Posted: 6/14/2022 Type of Addition: Pre-Submittal Meeting Participants Documents: Pre-Submittal Meeting Participants 06-14-2022.pdf Posted: 6/23/2022 Type of Addition: Addendum No. 1 Overview: Q&A Documents: PW 22-075 Addendum No. 1.pdf Posted: 6/15/2022 Question: Would the City be agreeable to adjusting the project schedule so that the draft written report is provided to the City by November 15, 2022? Response: Avondale's fiscal year runs from July 1 to June 30. Avondale will begin preparing its FY 2024 budget in December this year. The estimated costs of all actionable items for FY 2024 identified by the consultant must be incorporated into the proposed 2024 budget by this November. The requirement states in 3.8.1. is unchanged, but the City may allow an extension based on the justification. Posted: 6/21/2022 Question: Will the below documents/information be counted against the 15 page maximum for the proposal? 1. Proposal Cover (includes a graphic and title of proposal) 2. Acknowledgement Page, with Signature for Addendums received 3. Past Performance Verification Evaluation Form (Part V. Attachment 1) 4. Fee Proposal Form with Signature 5. Any Divider Pages for Attachments 6. Back Cover for Proposal Thank you for your time. Response: None of them will be counted against the 15-page maximum for the proposal. Thank you. Posted: 6/22/2022 Question: To get confirmation, are travel costs NOT to be included in the form? The form somewhat says, “Travel, lodging and per diem need prior approval from PW. Consultant shall submit appropriate supporting documentation for PW’s approval for the reimbursement,” so travel would be considered separately and reimbursed based on actual cost? Response: Travel costs will be considered separately and the Consultant will be reimbursed for actual expenses incurred. Lodging and per diem will be based on the current rates specified in https://www.gsa.gov/travel/plan-and-book. For air travel, we expect the Consultant to reserve reasonably priced and refundable economy airfare at least 21 days in advance if possible. Posted: 6/22/2022 Question: Part II, Subsection 2.2(F) “Pricing” states “The Fee Proposal must be provided in the format attached as Exhibit C of the Professional Services Agreement. The Fee Proposal shall list the individual cost for each of the program expenses and shall be provided in a spreadsheet format to enable the City staff to determine (1) total labor hours, (2) key team member(s) proposed for each task and sub-task and (3) number of management, engineering, technical, drafting and support personnel hours proposed for the project. The hourly rate, name of the team member and staff classification shall be included in the spreadsheet. Identify all other costs to be billed to the project, including project expenses (no mark-up on expenses will be allowed) and subcontractor fees.” o Since the format of Exhibit C is not a spreadsheet that accounts for the level of detail described, does the Fee Proposal consist of Exhibit C and a spreadsheet that addresses the requested information detailed above? o Exhibit C states “Travel, lodging and per diem need prior approval from PW. Consultant shall submit appropriate supporting documentation for PW’s approval for the reimbursement.” Since Exhibit C is not a spreadsheet that accounts for travel, should anticipated travel be included in the “Other (please specify)” line on Exhibit C? Response: Please use Exhibit C or prepare your own documentation using the same format in Exhibit C. You may list Travel in "Other" on Exhibit C if you wish, it will not be evaluated. Travel costs will be considered separately and the Consultant will be reimbursed for actual expenses incurred. Lodging and per diem will be based on the current rates specified in https://www.gsa.gov/travel/plan-and-book. For air travel, we expect the Consultant to reserve reasonably priced and refundable economy airfare at least 21 days in advance if possible. Posted: 6/22/2022 Question: Part I, Subsection 1.2(B) “Submittal Questions” states that “Vendors must submit one PDF copy of the Proposal as an attachment to the City’s Vendor Registry website. Failure to adhere to the submittal criteria shall result in the Proposal being determined non-responsive.” However, Part II, Subsection 2.2(F) “Pricing” states “Vendor shall submit the same number of copies of the Fee Proposal as described in Part I, Subsection 1.2(C)(6) “Required Submittal” as a separate, PDF attachment with the Vendor’s Proposal with the signature of the representative of the Vendor who is authorized to make such an offer.” Are we to submit the Fee Proposal as a separate pdf from the proposal? Response: Please submit the Fee Proposal as a separate PDF. Posted: 6/22/2022 Question: Since this is an electronic submittal, will the use of DocuSign be acceptable for requested signatures, including Vendor Information Form, which requires “an original ink signature” (Section 2.2A(F)? Response: DocuSign is acceptable. Posted: 6/22/2022 Question: Can the City share a budget for this project? Response: The estimated budget is $75,000. Posted: 6/22/2022 Question: Has the City previously contracted with a consultant for solid waste operations or financial services, and if so, who? Response: The City has not contracted with any consultant for solid waste operations. Posted: 6/22/2022 Question: Can the City provide a copy of the Pre-proposal PowerPoint presentation? Response: The City will issue addendum 1 by tomorrow morning to include all Q&A and a copy of the pre-proposal PowerPoint presentation.