HomeMy WebLinkAboutPacket 07-06-2009 Workshopct
CA" ZA"VOUL
City of Cape Canaveral
CITY COUNCIL WORKSHOP MEETING
CITY HALL ANNEX
111 Polk Avenue, Cape Canaveral, Florida
MONDAY
JULY 6, 2009
5:30 PM
AGENDA
CALL TO ORDER:
ROLL CALL:
DISCUSSION:
Evaluation and Ranking of the Proposals for RFP 01-2009 Garbage
and Recycle Collection Services.
ADJOURNMENT:
Pursuant to Section 286.0105, Florida Statutes, the City hereby advises the
public that: If a person decides to appeal any decision made by the City Council
with respect to any matter considered at this meeting, that person will need a
record of the proceedings, and for such purpose that person may need to ensure
that a verbatim record of the proceedings is made, which record includes the
testimony and evidence upon which the appeal is to be based. This notice does
not constitute consent by the City for the introduction or admission into evidence
of otherwise inadmissible or irrelevant evidence, nor does it authorize challenges
or appeals not otherwise allowed by law. Persons with disabilities needing
assistance to participate in any of these proceedings should contact the City
Clerk's office (868-1221) 48 hours in advance of the meeting.
105 Polk Avenue • Post Office Box 326 Cape Canaveral, FL 32920-0326
Telephone: (321) 868-1220 Fax: (321) 868-1248
www.ciryofcapecanaveral.org • email: cr-apecanaveraJ@cfl.rr.com
City Council Meeting Date: July 6, 2009
Subject:
EVALUATION AND RANKING OF THE PROPOSALS FOR RFP 01-2009 GARBAGE
AND RECYCLE COLLECTION SERVICES
Department: City Manager
...........-....- ..........
Summary:.... .
On May 26, 2009, the City issued RFP 01-2009 Garbage and Recycle Collection
Services, the Bid Opening was held on June 26, 2009 with four (4) companies
submitting responsive bids.
The City's consultant, RCG, Inc. Consulting, reviewed each bid in detail and has
prepared the attached report with a recommendation to assist City Council with the
Evaluation and Ranking of these firms.
Requested Council Action:
City Council evaluate and rank the responsive bids, select firms for oral presentations
and final ranking at the next workshop meeting to be held the week of July 15tH
Financial Impact: _._.�_............. _......
To be determined
Attachments: N Supporting Documents Reviewed
Consultant's Report
Evaluation Criteria and Evaluation Matrix
Submitting Department Head: Date:
Approved by City Manager:. Data: 07-02-09
City Council Action: [ ]I Approve aVRecommended [ ] Disapproved
[ ] Approved with Modifications
[ ] Tabled to Time Certain
7017 S, Ad,aw ia; ,l voiiie
New Sistyrna Beach, 1•"la ida :M69
PlYa;9 86-427-9339
Fax :386.42 7..4 49
Cell 86-52 7-�,(P`i'7
F-, navel MLHK(l (a v,AO➢, t ONI
RCG- , hie. Consulting
July 2, 2009
Mr. )Bennett Boucher
City Manager
105 Polk Avenue
Cape Canaveral, Florida 32920
Subject: Analysis and recommendations for RFP # 0 1 -2009 Solid Waste Collection Contract
Dear Mr. Boucher:
Pursuant to our contract with the City to provide professional consulting services during the
solid waste collection RFP procedure, our firm has reviewed the eight (8) submissions of the RFP #
0 1 -2009 for residential and commercial solid waste collection services as per the summary below:
Of the eight (8) firms submitting, four (4) submitted full qualified proposal packages, four (4)
submitted a letter of no response. Additionally three (3) contractors who attended the pre -proposal
confercmt did not submit either a proposal package or a letter of no bid.
We have fully analyzed all components of each submission and offer the following:
Advanced Disposal- Submitted a letter of No Response,
Choice Waste Services: Submitted a letter of No Response.
Disposal: Submitted a letter of No Response.
Emerald Waste Services: Submitted a letter of No Response.
Reference checks are rated as follows in the questioning:
Type of service rendered, types of complaints, level of complaints high, medium, low. Resolution of
complaints: very satisfactory, satisfactory and unsatisfied. Rating of the overall service: Very
satisfied, satisfied and unsatisfied.
Republic Services:
• Complied with all of the specifications of the RFP requirements.
• This firm submitted the highest pricing for residential and commercial collection for all
pricing quotes except for Alternate 01.
• This firm's operational plan, list of equipment, manpower, and recycling marketing plan is
not outlined in detail. The transition plan and recycling marketing pian are not specific. They
do not name the equipment by make and model and only state the make and model to be late
model as per the RFP specifications.
• This firm's submitted equipment list appears to be a total list of equipment used within the
Central Florida operations and isnot specific as to the equipment to be used to provide the
. . . . . . . . . . . . . . . . . . . . . . . .
U'ei te Consulting tit4� and County Alanogement
Aly 2, 2009
Page 2
services to the City of Cape Canaveral. Spare/backup equipment ratio of l spare to 7 front
line vehicles is adequate. The equipment is not listed specifically for servicing the conimercial
front load accounts.
• Although the firm states they will purchase and provide the required types of vehicles, the
equipment list outlining the number of collection vehicles and support vehicles by type is
not stated.
• The proposer needs to verify the equipment list by type and quantity for each. They did list
the number of drivers and helpers they would anticipate to provide the services to the City.
• The recycling marketing plan is not specific.
• The plan for handling customer service complaints as stated has numerous customer service
representatives (CSR) which logs complaint calls into a log type system and requires call
in's from customers who can choose to leave a message. There is no mention of an internet
access to a web base tracking system for entering complaints or requests which would be
accessible by residents and commercial businesses.
• Republic submitted a Facility Emergency Response Plan which is generic but with events
detailed as to their part within certain actions.
• The key personnel within management and operations are highly qualified within the waste
collection field with numerous years of service.
• The transition plan is detailed and specific as to dates by category.
• Financials are current and detailed,
• Green Solution statements are minimal at best and there are no direct statements relating to
or directed to the City of Cape Canaveral,
• References checked with other municipalities.
• References: The quality and level of service provided is satisfactory for the City of Oviedo,
Joe Grusaukas, Polk County Public Works, Hillsborough Solid Waste Department, Palm
Beach County Solid Waste Authority.
Waste Management Inc. of Florida:
• Complied with all of the specifications of the RFP requirements.
• This firm submitted the next to lowest pricing for residential collection for all options,
• This firm's operational plan, list of equipment, manpower, transitional plan and recycling
marketing plan is outlined in detail with some statements regarding the inspection of
commercial containers being inspected every collection day. I question this statement.
• This firm's list of equipment states 2 automated side loaders which at die start of this
contract will be four (4) years old for residential garbage collection, two (2) recycling trucks,
one will be five (5) years old and the otber two (2) years old, one (l) clam shell truck eight
(8) years old, one (1) commercial front end load truck four (4) years old and one (]),roll off
truck four (4) years old. One (1) each type of truck for use as a backup although there is no
reference to the make, model or age of the backup vehicles. The amount of equipment
offered within the submittal will be adequate.
• The staffing as listed by this company is somewhat confusing since they state the residential
waste will be collected by the use of an automated side loader which has a one man crew,
the driver only. The company states they will have three (3) residential rear load drivers
plus a spare driver and will only have two (2) automated side loader collection vehicles.
• Green Solutions stated within the submission are generic with the national company's
brochure and are not specific with any direct statements relating or directed to the City of
Cape Canaveral.
• Letters of recommendations; only one (l) from a municipality, one (1) frons a local resident
and live ( 5) from organizations which Mr. Geletko lists in his resume which he is either a
present or past member of such organization.
July 2, 2009
Page 3
References: One municipal official was very displeased with the response by Waste
Management in dealing with issues in a timely manor, Stated he had to call the corporate
office in Houston to get results.
Other listed references were satisfied or very satisfied with the level of service and response
to complaints. Brevard County Solid Waste Department, Mr. Scott, Palm Bay, Lee Feldman,
Melbourne, Jennifer Wilster, Indian Harbor Beach, Cocoa Beach, Ilene Clark.
Waste Pro of Florida, Inc..
• Complied with all of the specifications of the RFP requirements.
• This firm submitted the lowest pricing for residential and commercial services for all
options.
• This firm's operational plan, list of equipment, manpower, transitional plan and recycling
marketing plan is very detailed. The Customer service and conununity service plan is in
depth as well as their planned green movement environmental program for the firm, its
equipment, employees and municipal contracts.
• This firm offers an adequate amount of equipment, which will be state of the art and brand
new collection vehicles and containers to service both the residential and commercial units.
The equipment listed is two (2) 2009 rear load trucks with cart flippers, two (2) 2009
Recycling Trucks, one (1) 2009 Claw truck, one (1) 2009 Commercial front load truck, one
(1) 2009 roll off truck, one (1) 2009 Commercial container service truck and one (1) 2009
Supervisor pickup truck. These vehicles will meet the 2008 Federal emission standards, and
many other accessories which will comply with Green Solutions. Spare equipment will be
one for each type of service and no older than five (5) years old. Therefore, Waste Pro will
have sufficient spare backup equipment. Waste Pro also states all new commercial
containers to be put in place within the City.
• The proposal plan for servicing the beachside containers and bus stop locations is detailed as
to the type of truck, manpower, frequency and inspections.
• The customer service plan for this firm is hands on locally, with a bonus program for all
employees from dispatchers to drivers and supervisors.
• This company has a detailed recycling education plan along with contributing up to
$2,000,00 per year within the City to promote recycling.
• This company has complied with the requirements of the RFP specifications with a full
understanding ofHB7135. They are the only company that has complied within their
submittal of this requirement_
• Green Solutions, such as offering 18 gallon recycle bins for the same cost as 14 gallon bins
to enhance residential recycling if the City decides to continue using these types of bins, as
well as giving the residents a choice of either carts or bins for recycling. The proposal also
speaks to the use of hybrid trucks for certain services, installed on board oil purification
systems on the entire fleet. The submission booklet has an entire section devoted to Green
solutions.
• Waste Pro is offering electronic recycling to the residents, to partner with Recycle Bank,
distribute reusable grocery shopping bags to Al residents whether it is single family or multi-
family and would include rules and regulations of the City along with recycling information.
• Waste Pro is in the process of discussions with a firm to recycle yard waste. This will work
to comply with HB 7135 which is 75% recycling of yard waste.
• The submission speaks in detail regarding their Disaster Recovery Plan, their internal
equipment and manpower available as well as a standing agreement with a substantial
disaster recovery company who will be in addition to the primary company.
• This is the only company who has complied with the RFP specification of having a live
online web base tracking system which will be available through the internet for residents
and commercial customers.
• This submittal is one of the most complete and comprehensive submittals we have reviewed
recently.
JuIv 2, 2009
Page 4
References: All references including startup contracts have checked out in excellent rating
and as very satisfactory. The last two (2) transitions from previous contractors to Waste Pro
were reported by the Municipalities (City of Daytona Beach Shores and the City of Winter
Park) as seamless. All other references reported as very satisfactory: City of Daytona Beach,
David Hand, New Smyrna Beach, Khalid Resheidat, Sanford, Brooke Benner, Seminole
County, Johnny Edwards, Winter Springs, Kip Loekcuff.
Veolia Environmental Services of Florida, Inc.:
• Complied with all of the specifications of the RFP requirements.
• This firm submitted the highest pricing for residential collection for all pricing quotes under
Alternate gl and no pricing for the other pricing options.
• This company would require a change in service days. This £inn's operational plan and
recycling marketing plan is not outlined in detail. The transition plan and recycling
marketing plan are not specific. They do name the equipment by make and model and list by
name and job description those employees presently in various roles and capacity in the
organization within the Central Florida operation.
• Spare/backup equipment ratio is not listed.
• There is no listing for the number of drivers and helpers they would anticipate to provide the
services to the City.
• The recycling marketing plan is not specific
• The plan for handling customer service complaints as stated has numerous customer service
representatives (CSR) which log call in complaints into a log type system and requires call
in's from customers who can choose to leave a message. There is no mention for an internet
access to a web base tracking system for entering complaints or requests.
• Veolia submitted a Backup Transport System which has a brief statement regarding Disaster
Response which is basic and generic without detail.
• The key personnel within management and operations are highly qualified within the waste
collection field with numerous years of service.
• There is no mention regarding the transition plan.
• Financials are current and detailed,
• Green Solution statements are minimal at best and there are no direct statements relating to
or directed to the City of Cape Canaveral.
• References were checked with other municipalities of which five (5) are listed.
• References: The quality and level of service provided is satisfactory. Orange County Solid
Waste Department, Lake County did not receive a call back at this time, Lee County,
Lindsey Sampson, Port Orange, Warren Pike, Palm Beach County, John Archambo.
The pricing seems to have a substantial variance among the proposer's with regards to the
residential and commercial pricing. In post proposal interviews with the two proposer's who bid very
high on all components. We wanted to have a clear and certain understanding why such a large
disparity in the pricing. Both Republic and Veolia stated their EBINTDA requirements for a new
start up company was high without a base in place to absorb the cost of capital. This requirement
snakes it difficult to bring the pricing more in line to a competitive range. Waste Management and
Waste Pro both have existing operations within the area; therefore. their pricing is a competitive and
market rate range.
Based on our review and analysis of the submittals, the following will outline for the City
Manager, Mayor and City Council a synopsis of the material and pricing submitted.
In all four (4) RFP scenarios Waste Pro submined the overall lowest and most responsive
proposal.
Aly 2, 2009
Page 5
Waste Management's submission is ranked as next highest pricing proposal and the response was
less detailed in many aspects of the RFP requirements.
Waste Pro's total cost submitted ranges from 16.79% to 19.52% lower than the next lowest
submission which is Waste Management.
Waste Pro's submitted annual dollar amount is lower than Waste Management which ranges
from $179,100.04 to $208,869.64.
Under Alternate #t3, Waste Pro is $180,801.16 annually lower than Waste Management and
558,784.28 or 6.7% lower than the City's current cost.
Under Alternate 43, Waste Management's pricing, which is their lowest pricing alternative, is
$122,016.88 or 14% higher than the City's current cost.
Based on all of the factors reviewed within the submissions by the four proposer's overall
responses, quality of service offered, and lowest total contract price, our recommendation is to seek
approval from the Mayor and City Council to negotiate a final contract with Waste Pro of Florida,
Inc.
If there are any questions please do not hesitate to call.
Sincerely,
William S. Redman, Jr.
Senior Vice President
cc: Jean S. Redman, President
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EVALUATION CRITERIA
The following criteria will be used to determine the most responsible, responsive bidder. The City reserves the right to
accept or reject any or all proposals received as a result of this Request for Proposals, if it is in the best interests of the
City to do so. The Franchise Agreement, if awarded, will be awarded to the Bidder the City determines can best meet the
City's needs. Lowest price will not necessarily guarantee award.
Bid Prices: Unit prices as contained on the Bid Form submitted by the bidder will be used to determine the total costs to
the City and its customers for residential solid waste and recyclable material collection and disposal services.
Presentation: The short listed Contractor shall have an opportunity to make a presentation to the selection committee
regarding their qualifications and experience, their transition plan, the relative benefits of the alternative collection
methodologies, their public education programs, plans to expand recycling services and materials, etc.
Competency, Reputation, and Regional Experience of Vendor: The Contractor shall have a minimum of 3 successful
years experience with a contract for collection, transport and recycling of solid waste equal or greater than 5,000
residential units within 100 miles of City. The City may contact any agency for which the vendor is or has performed
services to determine the competency, reputation and experience of the vendor. In addition, the City may consider its
own experience in dealing with the vendor.
Financial Ability of Vendor: Each Bidder is required to submit a copy of its most recent audited financial statement
prepared by a State licensed Certified Public Accountant. The City may also review information received from any
source concerning the financial ability of the vendor to provide the required services to the City.
Prospective bidders are prohibited from contacting any member of the Selection Committee (except the
Facilitator) at any time during the bid process, up to the time of contract award. Any attempted contact may be
grounds for disqualification.
Evaluation Matri
.,..._.
Eva Dints
Fee Proposal 40
cation Criteria Maximum P
2 Contract Approach 10
3 Customer Service 20
4 Experience/Qualifications 30
Total Points To Be Earned 100
Total Points to be earned are on a scale of 1 — 100 points, 1 = lowest, 100 = highest
Tentative Calends.......
r.of --_ Events`
1
RFP Issue Date
May 26, 2009
2
Mandato Pre -Proposal Conference — City Manager er
June 2, 2009 10 a.m.
3
Bid Responses Due to City Clerk
June 26, 2009 by 3:00 p.m.
4
Bid Opening
June 26, 2009 4:00 p.m.
5
Selection Meeting Evaluation and Rankin — City Council
July 6, 2009
6
Oral Presentations and Final Rankin — City Council
July 13, 2009
7
Contract award — City Council
July 21, 2009
8
Effective Contract Date
October 1, 2009
All times, dates and actions are subject to change. All meetings are publicly posted and open to the public under
the Sunshine Law.
EVALUATION CRITERIA
The following criteria will be used to determine the most responsible, responsive bidder, The City reserves the right to
accept or reject any or all proposals received as a result of this Request for Proposals, if it is in the best interests of the
City to do so. The Franchise Agreement, if awarded, will be awarded to the Bidder the City determines can best meet the
City's needs. Lowest price will not necessarily guarantee award.
Bid Prices: Unit prices as contained on the Bid Form submitted by the bidder will be used to determine the total costs to
the City and its customers for residential solid waste and recyclable material collection and disposal services.
Presentation: The short listed Contractor shall have an opportunity to make a presentation to the selection committee
regarding their qualifications and experience, their transition plan, the relative benefits of the alternative collection
methodologies, their public education programs, plans to expand recycling services and materials, etc.
Competency, Reputation, and Regional Experience of Vendor: The Contractor shall have a minimum of 3 successful
years experience with a contract for collection, transport and recycling of solid waste equal or greater than 5,000
residential units within 100 miles of City. The City may contact any agency for which the vendor is or has performed
services to determine the competency, reputation and experience of the vendor. In addition, the City may consider its
own experience in dealing with the vendor.
Financial Ability of Vendor: Each Bidder is required to submit a copy of its most recent audited financial statement
prepared by a State licensed Certified Public Accountant. The City may also review information received from any
source concerning the financial ability of the vendor to provide the required services to the City.
Prospective bidders are prohibited from contacting any member of the Selection Committee (except the
Facilitator) at any time during the bid process, up to the time of contract award. Any attempted contact may be
grounds for disqualification.
Evaluation Matrix
Evaluation Criteria Maximum Points
1 Fee Proposal 40
2 Contract Approach 10
3 Customer Service 20
4 Experience/Qualifications 30
Total Points To Be Earned 100
Total Points to be earned are on a scale of 1 — 100 points, 1 = lowest, 100 = highest
Tentative Calendar of Events'
1
RFP Issue Date
May 26, 2009
2
3
Mandato Pre -Proposal Conference — City Manager
Bid Responses Due to CRy Clerk
June 2, 2009 10 a.m.
June 26, 2009 by 3:00 p.m
4
5
Bid Opening
Evaluation and Rankin — Cit CounciY
Selection Meetingg y
June 26, 2009 4:00 m.
July 6, 2009
6
Oral Presentations and Final Rankin — Cit Council
July 13, 2009
7
Contract award — City Council
Jul 21, 2009
8
Effective Contract Date
1, 2009
* All times, dates and actions are subject to change. All meetings are publicly posted and open to the public under
the Sunshine Law.