Addendum 1 - Solid Waste & Recycling Program & Operations Consultant

CERTIFICATE OF ACKNOWLEDGMENT OF RECEIPT OF ADDENDUM

 

THE CITY OF READING

ADDENDUM NO. 1 BID:            Solid Waste & Recycling Program & Operations Consultants
  DUE DATE:   3:00 P.M. Prevailing Time,
                  December 3, 2019

 

NOTICE

 

This addendum must be signed, attached to, and returned with your proposal to the City of Reading by the time and date indicated ABOVE:

 

Questions & Answers

 

Q1. How many refuse and recycling routes are in operation each day of the week (needed for development of the waste characterization sampling plans)?

 

A1. Monday: 5 trash routes/3 recycle routes Tuesday-Friday: 7 trash routes/3 recycle routes

 

Q2. For the Curbside, recycling Only (1A) study, is the City seeking a visual estimate of the composition (which is somewhat implied by the list of only 5-10 material categories), or is the City expecting the contents of the carts to be sorted and weighed? If the latter, will the City or the consultant be responsible for retrieving material from the curbside and transporting it to a sorting location?

 

A2. Option 1A is a visual inspection, or equivalent, providing the least amount of information at the least cost.

 

Q3. Has the City communicated with the MRF and landfill owners to investigate the prospect of their hosting sampling and sorting events?

 

A3. Yes, the City has contacted both the MRF and the Hauler. The MRF has indicated a hesitancy to have any outside entity perform the audit at their facility. The hauler (same company as Landfill Owner) was also notified and has acknowledged the project, but given no direct response regarding use of their facilities.

 

Q4. What is the annual tonnage of refuse and recyclables collected from the most recent year for which data are available?

 

A4.

 

 

Year

MSW

Tons

Recycling Tons

MSW

Accounts (average)

Recycling Accounts (average)

2016

24,343

4,318

18,731

26,829

2017

25,776

4,576

20,762

26,815

2018

27,368

5,064

20,855

26,755

2019*

21,113

3,848

20,967

26,699

*2019 data reflects year-to-date as of September 30, 2019.

 

Q5. Has the City performed any prior recycling or waste characterization studies? If so, please provide.

A5. The City has not completed any audits in the last three years. Staff is not aware of any audits completed prior to 2017.

 

Q6. Please provide the current contract, including any amendments and current pricing.

A6. A right to know request can be completed to obtain the contract.

 

Q7. Would the City be able to provide the full RFP used for the current contract to the awarded bidder (or will the new RFP need to be developed from scratch)?

A7. The technical specifications from the 2016 collection, disposal, and processing RFP will be included as a separate addendum.

 

Q8. What is the overall budget for this project?

 

A8. Based on budgeting estimates, including 100 hours of miscellaneous consulting for Project 3, the City is expecting overall costs to be in the range of $30,000 - $100,000. The range will be heavily reliant on the scope of the recycling and/or waste audit.

 

Q9. Can proposers submit an alternative approach and budget? If so, please explain how/whether it is also necessary to submit the baseline approach and budget as a condition of submitting an alternative.

A9. Yes, the City is interested in new or innovative ideas and will accept alternative approaches and budgets.

The City will determine the level of study for Project 1, the recycling and/or waste audit, based on a combination of needs, expected outcomes, and cost. If a proposal does not include a price for the level of study the City determines in its best interest, the proposal cannot be chosen for that project. A proposal lacking the ability to deliver on one project would be scored lower than otherwise equivalent proposals. Therefore, all submissions should contain pricing for at least one, and preferably all three, of the existing options under Project 1.

 

Q10. Does the City have any issues with their current contract with Republic Services which they would like the consultant to consider when preparing the proposal for service?

A10. The current contract is based on language that has been largely unchanged for over a decade. There are some small, specific items of interest which the City will discuss with the selected consultant. The biggest questions to investigate for the next contract are benefits of a single hauler and whether or not to separate hauling, disposal, and processing into separate contracts.

 

Q11. Regarding Project 3, General Solid Waste & Recycling Program Improvements: Does the City have a current relationship with a local Public Relations/Communications firm to assist with educational programs? If so, with whom are you working? If not, would the City be interested in receiving in our proposal information regarding what is necessary to undertake educational program improvement, such as developing (or adopting from another jurisdiction or organization like The Recycling partnership) recycling campaign language, outreach tools, and/or a media kit?

 

A11. The City does not currently have a relationship with a Public Relations/Communications firm, brand colors, fonts, etc., or an internal communications office. The City has used pieces of materials from The Recycling Partnership in the past. Information on suggested educational program improvements is encouraged in the response to this RFP.

 

Q12. Insurance - do the insurance requirements for all subcontractors apply to temp sort labor? That will be a difficult requirement for those types of labor providers.

 

A12. The Successful Proposer, at the time of execution of the contact, shall also furnish the City with insurance certificates of adequate limits, as later indicated, to protect the City of Reading, its agents, and employees, from any litigation involving Worker's Compensation, Public Liability and Property Damage, involved in the work. All subcontractors must also furnish copies of their liability insurance and Worker's Compensation Insurance certificates to the City. No subcontractor will be allowed to perform any work under this contract by the City unless such certificates are submitted to and approved by the City beforehand.

 

Q13. Workers Comp and Liability - Is it the intent that any lawsuits or challenges by any party would be the responsibility of the Proposer to defend? That is a very onerous requirement, especially given the history of the City of Reading and lawsuits. It will be difficult for Proposers to accept this liability.

 

A13. WORKERS’ COMPENSATION AND PUBLIC LIABILITY AND PROPERTY DAMAGE INSURANCE

The status of the Proposer in the work to be performed is that of any independent Proposer and as such, he shall properly safeguard against any and all injury or damage to the public, to public and private property, materials and things, and as such he alone shall be responsible for any and all damage, loss or injury to persons or property that may arise, or be incurred, in or during the conduct or progress of said work without regard to whether or not the Proposer, sub-contractors, agents, or employees have been negligent, and the Proposer shall keep the City free and discharged of and from any and all responsibility and liability therefore of any sort or kind. The Proposer shall assume all responsibility for risks or casualties of every description, for any or all damage, loss or injury to persons or property arising out of the nature of the work from the action of the elements, or from any unforeseen or unusual difficulty, including all legal defense costs incurred by the City. The Proposer shall assume and be liable for all blame and loss of whatsoever nature by reason of neglect or violation of any Federal, State, County or Local laws, regulations, or ordinances; the Proposer shall indemnify and save harmless the City from all suits or actions at law of any kind whatsoever in connection with this work and shall if required by the City, produce evidence of settlement of any such action before final payment shall be made by the City. Proposer's Liability Insurance Certificate shall include the save harmless clause and shall be filed with the City.

 

The Proposer shall maintain such insurance as will protect the proposer from claims under worker's compensation acts and from claims for damages because of bodily injury, including death, and property damage, which may arise from and during operations under this Contract, whether such operations be by himself, by any subcontractor or anyone directly or indirectly employed by either of them. Proposer's liability insurance shall be in the names of the Proposer and the City as their respective interests may appear. Each policy and Certificate of Insurance shall contain an endorsement naming the City of Reading as additionally insured. Certificates of such insurance shall be filed with the City.

 

The minimum amount of liability insurance to be maintained by the Contractor during the life of the contract shall be as follows:

 

Comprehensive General Liability – for bodily injury and property damage – including any liability normally covered by a general liability policy with limits of not less than $1,000,000 per occurrence and $2,000,000 in the annual aggregate.

 

Professional Liability – in minimum amounts of $1,000,000 per occurrence and $2,000,000 aggregate.

 

Q14. At what point does the City require the Proposer to submit a certificate or insurance confirming insurance requirements acceptance (upon selection?)

 

A14. The Successful Proposer, at the time of execution of the contact, shall also furnish the City with insurance certificates of adequate limits, as later indicated, to protect the City of Reading, its agents, and employees, from any litigation involving Worker's Compensation, Public Liability and Property Damage, involved in the work. All subcontractors must also furnish copies of their liability insurance and Worker's Compensation Insurance certificates to the City. No subcontractor will be allowed to perform any work under this contract by the City unless such certificates are submitted to and approved by the City beforehand.

 

Q15. Is the City aware of any permits or licenses that are required for this solicited work? Especially regarding City requirements?

 

A15. No

 

Q16. Is the City willing to provide any staff for assisting with waste characterization work, to be a part of the sort staff?

 

A16. City staff will provide minimal assistance. The City does not have the capacity to provide significant labor support. City education employees and/or interns may participate to learn more about the process. The City can collect and haul all materials after the audit is complete.

 

Q17. Project 2, item 2 -as engineering and environmental consultants, such consultants cannot offer legal advice. We can include a person on our team to provide such legal advice if required. Is this the desire of the City?

 

A17. The City already has general legal counsel that will be part of the contracting process. However, consultant should have knowledge of legal requirements common to these type of solicitations. Legal advice from a legal expert in these types of contracts is encourage.

 

I, HEREBY CERTIFY THAT THE CHANGES COVERED BY THIS ADDENDUM HAVE BEEN TAKEN INTO ACCOUNT.

 

Firm Name (Type or

Print)_______________________________________________________________________

 

Authorized Signature

____________________________________________________________________________

 

 

Title________________________________________________________________________

 

Name (Type or

Print)________________________________________________________________________

 

Date_________________________________________________________________________

 

 

 

Solid Waste and Recycling Program & Operations Consultant 5

Addendum No. 1