REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Residential Organics Recycling and Yard Waste Processing Services January 16, 2018 City of St. Louis Park Public Works Division 7305 Oxford St. St. Louis Park, MN Phone (952) Fax (952) Equal Opportunity/Affirmative Action Employer

2 1 INTRODUCTION The City of St. Louis Park (City) is soliciting proposals from qualified Proposers/Contractor(s) to provide services for the disposal/processing of residential organics recycling and yard waste. The new contract will begin on April 1, 2018, and terminate at the will of the City on or by December 31, This is a Request for Proposals, not a competitive bid process. 2 STATEMENT OF INTENT The City is seeking proposals for the disposal/processing of residential organics recycling and yard waste. The City will enter into a 4-year contract. 3 CITY GOALS The goals of the City are to maximize to the fullest extent possible the recovery of recyclable materials, which includes source-separated organics, with the least impact on the environment and to achieve the most cost-effective solution in doing so. The Contractor will work closely with the City to achieve these goals: Increasing the amount and types of materials being recycled Improving education to increase recovery rates, decrease contamination, and encourage waste reduction Expanding organics recycling participation 4 TERM OF CONTRACT Contract shall begin on April 1, 2018, and terminate at the will of the City on or by December 31, The services may be renewed before expiration of the contract and annually thereafter. Each year of the contract shall be defined as follows: Year 1 April 1, 2018 through December 31, 2019 Year 2 January 1, 2019 through December 31, 2020 Year 3 January 1, 2021 through December 31, 2021 Year 4 January 1, 2022 through December 31, HOW TO SUBMIT 1. Proposals shall be submitted to the City Contact at the Municipal Service Center, 7305 Oxford Street, St. Louis Park, MN no later than 3:00 p.m., on Friday, January 26, 2018, to be considered eligible. The designated City Contact is: Scott Merkley, Public Works Services Manager Municipal Service Center 7305 Oxford St. St. Louis Park, MN (952) smerkley@stlouispark.org 2. Said proposals MUST be submitted in a 9 x 12 or larger envelope with the OFFICIAL PROPOSAL LABEL (Exhibit 4), or a label can be obtained from the St. Louis Park Municipal Service Center located at 7305 Oxford Street. Submittals shall consist of:

3 One print-ready digital copy of the proposal and all attachments. The digital copy must be formatted using Microsoft Office. 6 BACKGROUND & CURRENT PROGRAM INFORMATION The City has a residential organized collection program for organics recycling and yard waste available to approximately 12,300 households. 6.1 Organics Recycling and Yard Waste Collection Background The City s current collection contract provides weekly co-collection of source-separated organics (SSO) and yard waste (YW). The hauler uses 25 cubic yard semi-automated rear-load trucks to collect materials curbside and in alleyways. Residents are allowed to place both SSO and yard waste in city-provided organics carts. A summary of tons of materials collected annually through the current collection contract is provided in Table 1. Estimated SSO and YW tons are calculated through annual sorts to determine the pounds of SSO per participating household per week. These amounts are then subtracted from the total SSO and YW collected to determine the YW tons. The projected SSO tonnage for 2018 is 625 tons based on the approximately 3,750 customers in the program and our program average of 6.5 pounds/household. The projected YW tonnage for 2018 is 3,500 tons based the average from Table 1 Historical Tons of SSO and YW Collected from St. Louis Park s residential program Year Projected for 2018 Estimated SSO Tons Estimated YW Tons 3,248 3,750 3,426 3,711 3,500 Actual Total Co-collected SSO/YW ,000 3,707 4,178* 4,125 *2017 Total tons are estimated as December tonnage was not yet available 6.2 Organics Recycling Program The City has an opt-in organics recycling program for the curbside collection of food scraps, compostable paper and certified compostable products. Residents are required to use certified compostable bags to collect materials. Pizza boxes from delivery and paper egg cartons are allowed to be placed in carts loose. Contracted collection crews check for proper bags during the collection process and reject improper organics set outs, leaving an educational tag for the residents Residential Organics recycling collection is optional for all residential customers, with approximately 3,750 currently opting in. Organics participation is expected to reach approximately 5,000 participating households during the term of the processing contract Multi-family drop-sites Organics recycling service is also provided for five multi-family drop-sites Multi-family and Small Business 2

4 The City also offers organics recycling collection as an optional service to select multi-family buildings and businesses with similar collection needs. Currently, two small commercial customers along residential routes and six municipal city buildings receive carted organics service in 95-gallon carts. 6.3 Yard Waste Collection Yard waste collection is provided to approximately 12,300 households for eight months of the year. Yard waste is typically collected beginning the first week of April through the last week of November and is dependent on when snow leaves/arrives for the start/end of each season. Residents are required to use certified compostable bags, whether plastic or paper, their own reusable yard waste containers, or comingle with bagged SSO in city-provided organics carts in order to set out yard wastes such as leaves and grass clippings. Residents are also allowed to set out brush for collection. Instructions for bundling of brush include: Brush and branches shall be less than 4 inches in diameter. Brush and branches shall be less than 4 feet long. Brush and small branches must be bundled securely with twine or string (no wire) or placed loose in a compostable bag or reusable container. Each bundle or reusable container must weigh less than 40 pounds. Brush and small branches may be placed loose in city-provided organics carts as long as it meets the size restrictions listed above and the lid is closed. Contracted collection crews check for proper bags during the collection process and reject improper YW set outs, leaving an educational tag for the residents. During the 2017 peak yard waste months of October and November 2017, the City piloted separate collection of yard waste, which was delivered to the city-owned Brush Drop-off Site. Residents were still able to include yard waste in their organics carts, along with SSO. Only yard waste placed outside the cart was collected separately and delivered to the Brush Dropoff Site. 6.4 Current Processing Costs The City currently pays the processing costs (tipping fee includes transfer to processing facility) to the collection contractor as a pass-through tipping fee. The current (2017/18) processing costs paid to the processing facility through the collection contractor are as follows: Comingled SSO/yard waste processing - $70.00 per ton (tipping fee) Yard waste only processing $34.00 per ton (tipping fee when collected separately during peak yard waste season and taken to City s Brush Drop-off Site). 6.5 City Brush Drop-Off and Transfer Site The City owns the Brush Drop-off Site at 2501 Edgewood Ave South in St. Louis Park which is managed by a private contractor. The site is used by the City as a staging area and material storage area, temporary storage location for street sweepings (primarily leaves), tree removals and trimmings, and City residential program yard waste (when applicable) and Christmas tree delivery. City residents are also allowed to bring brush and branches to the site. At the discretion of the City and the Brush Drop-off Site contractor, private contractors 3

5 are allowed to bring tree material and yard waste to the site. There is no truck scale located at the site, therefore City yard waste is weighed at the processing facility after being transferred. 7 ORGANICS RECYCLING & YARD WASTE PROCESSING SERVICES TO BE PERFORMED The Appendices include general requirements, education, and reporting requirements. The Appendices should be read along with this section. 7.1 Processing The Contractor shall furnish all labor, materials, equipment, and perform all work for the processing through composting of yard waste for all residential households and SSO from participating residential households, select small businesses and multi-family buildings, five multi-family drop-sites and six municipal buildings. SSO and yard waste shall be collected, delivered to and weighed at a transfer station, permitted compost facility, or in lieu of a permit a site that meets all MPCA permit requirements. 7.2 Delivery Method & Processing Costs The City s collection contractor will deliver SSO and YW by one of the following methods. Proposers shall provide processing costs to include the transfer (if applicable) and processing of SSO and YW by any of the following delivery methods that they are able to accept and process: Co-collected SSO with yard waste (the City s current method) Delivery of SSO year round, with yard waste and SSO co-collected from April through November Co-collected SSO with yard waste, with seasonal separation Delivery of SSO year round, with yard waste and SSO co-collected from June through September in the same truck. Seasonal separate collection of yard waste occurs in April and May, October and November, during which times the yard waste placed outside city-provided organics carts is collected separately. Residents with organics carts may still put yard waste inside their organics cart along with SSO Separate collection of SSO and yard waste Delivery of SSO only, year round. Delivery of yard waste in separate truck from April through November. 7.3 Hours of Operation Hours of operation to receive delivery shall be from 7:00 a.m. to 6:00 p.m. Mondays through Fridays and on Saturdays from 8:00 a.m. to 6:00 p.m. following major holidays (New Year s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day). Delivery on other holidays shall continue unaffected. Deliveries of SSO shall occur year round, while deliveries of yard waste will occur during the growing season from April through November, and as requested by the City. 4

6 7.4 Transporting and Weighing of Materials at Transfer Stations and Processing Facilities Contractor s Facility shall have at least one certified truck scale for the weighing of materials, or the Contractor must identify and use a certified truck scale off-site that provides a paper ticket as noted immediately below. All scales must have a valid approval decal indicating that it has been tested and approved by the Minnesota Department of Commerce, Weights and Measures Division for the year of use. Contractor shall provide to the City by , a scanned copy of paper weight tickets for each load of materials delivered. If the Receiving Facility s truck scale is not operating properly or is otherwise shut down for maintenance or repairs, the Contractor shall identify an alternate location for weighing materials with a certified truck scale and still provide a paper weight ticket. Gross, tare and net truck weights must be recorded and reported on the paper weight tickets. All loads of materials shall be scaled coming into the Receiving Facility (gross weight) and leaving the Facility (tare weight), unless a system approved by the City for standard tare weights for Contractor s trucks is maintained. If the City s Brush Drop-off Site is used, the loads shall be weighed once they are transferred to the processing facility. 7.5 Regulatory Requirements In general, the services to be provided by the selected Contractor include the receipt, transfer, processing, and composting of the SSO and Residential Yard Waste collected by the City s collection contractor MN Department of Agriculture Emerald Ash Borer (EAB) Quarantine The emergency quarantine related to the Emerald Ash Borer (EAB) in effect by the MN Department of Agriculture (MDA) controls handling of all Yard Wastes collected by the City under this RFP. Contractors shall obtain a Compliance Agreement and meet all the requirements related to the EAB Quarantine regulated by the MDA Minnesota Pollution Control Agency The Minnesota Pollution Control Agency (MPCA) regulates transfer stations and composting facilities. Contractors shall be in compliance with these regulatory requirements at all times. Facilities outside of MPCA regulatory authority shall voluntarily comply with all regulatory requirements at all times, and shall submit reporting data to the MPCA on an annual basis County and City Regulations There may be county and/or city licensing requirements that are applicable to the Contractor s facilities. Contractors shall be in compliance with these regulatory requirements at all times. 7.6 Organics Recycling Sorts The City conducts up to three organics recycling sorts each year to determine the average amount of organics collected from residential customers each week and to identify contamination levels. Sorts include the weighing and delivery of the sort samples to a 5

7 predetermined area at the composting facility, where it is kept separate from all other material. The material is sorted immediately or the following morning. The sort lasts approximately two hours and all material is processed afterward, except residuals, which are disposed by the Contractor. Sorts are conducted up to four consecutive days. Length of time for each daily load to be sorted depends upon the delivery method (with or without yard waste). Contractor shall assist the City during sorts by: Providing a covered/indoor section of a transfer facility or processing facility large enough to conduct the sort in a safe and efficient manner Providing both in-bound and out-bound weights of delivery truck Providing a floor scale suitable for manually rolling carts onto and weighing sort materials Providing disposal of all residuals Providing processing of SSO and yard waste (if applicable) after sort is completed 6

8 8 ORGANICS RECYCLING & YARD WASTE PROCESSING PROPOSAL FORM Proposers must answer all questions and provide the requested information for all items. Supplemental information can be attached to the proposal. 8.1 Contractor Questionnaire Please provide requested information to the items listed below. All questions must be answered as written and all answers must be clear and comprehensive. Proposers shall not modify the question, change the order of questions, or alter the form in any way. Failure to supply requested information will be noted when evaluating the proposals. Proposers will be required to substantiate all information provided. Proof by demonstration or other means approved by the City may be required. 1. Name and Address of Contractor 2. Provide names and titles of key personnel and related tasks they would perform during the term of the Agreement. 3. How many years have you been engaged in SSO processing services? How many years for yard waste processing services? 4. List current and past municipal and/or county organics recycling and yard waste contracts you have had in the past 5 years (for SSO) or the past 15 years (for yard waste). 5. Provide contact information for three references from cities or large commercial ventures where you have successfully provided organics recycling services of similar size and scope. Contact information should include Organization Name, Contact Person Name, Address, and Phone Number. 6. Describe how you will manage unacceptable/prohibited items that are received. 7. In the past three years, have there been municipal and/or county contract requirements or agreements that you were not able to meet? If so, please explain. 8. Does your company have a Sustainability Plan? Yes / No If yes, please provide a link to an online copy of your Plan or note your ability to share an electronic copy of the document at the request of the City. If no, is there a plan in place to develop a Sustainability Plan in the future? Yes / No 9. What are your plans for pollution reduction and environmentally sustainable initiatives? 10. Does your company have a Racial Equity Plan? Yes / No If yes, please provide a link to an online copy of your Plan or note your ability to share an electronic copy of the document at the request of the City. If no, is there a plan in place to develop a Racial Equity Plan in the future? Yes / No 7

9 8.2 Organics & Yard Waste Processing Price Worksheet Information on current program participation, historical and projected tons collected can be found in Section 6.1. The Proposer must provide the delivery location and cost/ton for each year of the contract for the processing costs to be charged to the City from April 1, 2018, through December 31, Information shall be provided for any of the delivery options listed in Table 2 below which are able to be accepted and processed: No other escalators, fuel surcharges, or other adjustments will be allowed by the City. Delivery Options SSO co-collected with yard waste SSO co-collected with yard waste, seasonal separation Delivery Location Table 2 Processing pricing (annually) Rate 2018/ Co-collection rate (January-December) Co-collection rate (June-September) Seasonal organics carts only* (October-May) Seasonal YW only (April-May, October-November) SSO and yard SSO Only waste collected (January-December) separately YW only (January-December) *During seasonal split, some yard waste will still arrive in trucks that collect the material from organics carts as yard waste is still allowed in organics carts during yard waste months (October November, April May). During the non-yard waste months (December March) only SSO is collected and delivered for processing. The proposer should take this into account when specifying delivery locations. 8

10 OFFICIAL RFP LABEL SUBMIT PROPOSAL IN 9 X 12 OR LARGER ENVELOPE LABEL BELOW MUST BE ATTACHED CUT ON THE LINE AND ATTACH TO ENVELOPE O F F I C I A L P R O P O S A L PROPOSALS DUE: 3 P.M., January 26, 2018 PROPOSALS WILL ONLY BE ACCEPTED AT: PROPOSAL SUBMITTED BY: Company Name: Mailing Address: City/State/Zip: Official Contact: Area Code/Phone No.: MUNICIPAL SERVICE CENTER Attn: Scott Merkley 7305 Oxford Street St. Louis Park, MN RECEIPT OF PROPOSAL RECEIVED: DATE TIME BY WHOM: 9

11 APPENDIX A - CONTRACT AWARD CONDITIONS 1. Award If the City of St. Louis Park awards a contract to a Proposer as a result of this process, it will notify the Proposer in writing of the award. Other Proposers who have submitted a proposal will be notified of the outcome of the RFP process. 2. Right of Selection The issuance of the Request for Proposals does not obligate the City of St. Louis Park to award a contract. The City of St. Louis Park reserves the right to accept none, any, or all of the products and services offered by a given Proposer in the proposal. 3. Right of Rejection The City of St. Louis Park reserves the right, at any time, to cancel or terminate this process, to modify announced schedules, to reject any or all proposals, to waive any technicalities in the proposals received, and to accept the proposal it deems to be the best value based on the services provided, environmental stewardship, project implementation plan, and overall cost. Based on the judgment of the City of St. Louis Park, should it be found that a Proposer misrepresented the capabilities to deliver services in their written proposal, or correspondence related to this RFP, that Proposer may be immediately disqualified. The City of St. Louis Park shall not be liable for any cost incurred by the Proposers prior to execution of a contract. 4. City of St. Louis Park Investigation The City of St. Louis Park may conduct additional investigations to determine the ability of the Proposer to perform the proposed work. The City of St. Louis Park reserves the right to reject any proposal if the results of the investigation fail to satisfy the City of St. Louis Park that the Proposer is properly qualified to carry out the obligations of the agreement. 10

12 APPENDIX B MEETINGS AND REPORTING REQUIREMENTS The Contractor shall create, collect, and maintain all records required by the federal, state, and local governments regarding waste management services, and other records as specified below. The City will provide report templates. All reports shall be in an electronic format (e.g. MS Excel or Word), and should be submitted electronically to the City. 1. Meetings 1.1 Performance Meeting The Contractor and City will meet on an as needed basis, as determined by the City, to discuss general operations. 1.2 Annual Performance Review Meeting Upon receipt of the Contractor s annual report, the City shall schedule an annual meeting with the Contractor. The objectives of this annual meeting will include (but not be limited to): 1. Review Contractor s annual program report. 2. Review City staff recommendations for improving Contractor s service. 2. Reports - Monthly The following reports are due by the 15th day of each month: 2.1 Material Reports The Contractor shall provide to the City: Certified monthly weight slip with the date, time, collection route, driver s identification, vehicle number, tare weight, gross weight, and net weight for each loaded vehicle. Submit weight receipts from all collected materials within fifteen (15) days of the previous month. Reports shall be broken down by material type (if applicable) and weight; only total weight must be certified. Tons of organics recycling and yard waste collected. 3. Reports & Studies The following reports are due by the 15 st day of February, unless specified otherwise: 3.1 Annual Program and Material Report The Contractor shall provide the City an annual program report. The annual program report is an overall summary of the program from the previous year. The report should include: 1. Tons of City yard waste and organics recycling. 2. Trends in the composting industry. 3. Total residuals rates from the composting facility. 4. Reports submitted to the MN Department of Revenue. 5. Contractor s suggestions to improve the City s program. 11

13 APPENDIX C - EDUCATION & PROGRAM PROMOTION This is the minimum list of public education materials that the Contractor shall provide. Proposers are encouraged to itemize additional public educational tools and concepts above this minimum list and provide examples. The Contractor shall not mail any contract-related educational materials to city residents or customers without prior approval from the City. 1. Facility Tours The Contractor shall host or coordinate one tour annually during the term of the contract. Tours shall be of the composting facility. The Contractor shall work with the City to select a date and make arrangements for tour attendance for City residents and City staff. 2. Community Event Education The Contractor shall participate in City-sponsored community events during the term of the contract, at the request of the City. Participation may include, but is not limited to, staffing information booths, giving presentations, displaying trucks and equipment, and supplying compost. 12

14 Appendix D Compost Availability The Contractor shall make complementary compost available to residents, community gardens, and at special events in St. Louis Park from May 1 through November 30 each year of the contract by delivery to the City s Brush Drop-off Site at 2501 Edgewood Avenue South, St. Louis Park. 1. Compost Availability for Residents A total supply of 300 cubic yards of complimentary compost shall be available to residents each year. The Contractor shall deliver complimentary compost to the City s Brush Drop-off Site for use by residents at the request of the City each spring and fall. The City shall provide a minimum of two weeks notice for each delivery. 2. Community Gardens A total supply of 100 cubic yards of complimentary compost shall be available to community gardens each year. The Contractor shall deliver the compost for community gardens to the City s Brush Drop-off Site at the request of the City. The City shall provide a minimum of two weeks notice for each delivery. 3. Special Events A total supply of 100 cubic yards of complimentary compost shall be available for use at special events and promotions each year. Delivery of bulk compost for special events will be complimentary and the delivery location shall be either the special event site or the City s Brush Drop-off Site, as mutually agreed upon by the Contractor and the City. 4. Compost Testing and Certification All compost supplied to residents and Community Gardens will be tested as required by MN Rule and will meet Class 1 classification as outlined in MN Rule Subp.6 which includes testing for Arsenic, Cadmium, Copper, Lead, Mercury, Molybdenum, Nickel, Selenium, PCB, Zinc and will not contain greater than 3% inert materials by dry weight, which are equal to or greater than 4mm. Additionally, all compost will be tested and certified through the US Composting Council (USCC) Seal of Testing Assurance (STA) Program protocol which includes testing at a USCC certified laboratory for ph, soluble salts, nutrient content (total N, P2O5, K2O, Ca, Mg), moisture content, organic matter content, maturity, stability, particle size, pathogen (Fecal Coliform or Salmonella), and trace metals (Part 503 regulated metals). An additional red clover bioassay will be used to determine the presence of the herbicides Clopyralid and Imprelis. Additional testing requirements requested by the City that go above and beyond those required by the State of Minnesota and the US Composting Council will be completed upon request and at an additional expense to the City. All test results will be available to any person, upon request, using the STA Program s Compost Technical Data Sheet. The Compost Technical Data Sheet includes directions for product use, a list of product ingredients and analytical test results. 13