RFP - Solid Waste & Recycling Program & Operations Consultant

 

Request for Proposals

Solid Waste & Recycling Program & Operations Consultant

Public Works Department

City of Reading, Pennsylvania

 

 

Coat of arms

 

 

 

TABLE OF CONTENTS

Professional Services....................................................................................................................................

Proposal Submission ....................................................................................................................................

Pre-Proposal Conference..............................................................................................................................

Proposer‟s Clarification .................................................................................................................................

Insurance.......................................................................................................................................................

Workers‟ Compensation and Public Liability and Property Damage Insurance ...........................................

Equal Employment Opportunity ....................................................................................................................

Employment of Certain Persons Prohibited ..................................................................................................

Alternations or Modifications.........................................................................................................................

Subcontracts .................................................................................................................................................

Right to Audit Records ..................................................................................................................................

Dissemination of Information.........................................................................................................................

Business Privilege Tax..................................................................................................................................

Permits/Licenses...........................................................................................................................................

Observance of Laws, Ordinances and Regulations......................................................................................

Withdrawal of Proposals ...............................................................................................................................

Proposal Rejection ........................................................................................................................................

Execution of Contract....................................................................................................................................

Contract Termination.....................................................................................................................................

Scope of Services .........................................................................................................................................

Information RequiredWith Proposals ...........................................................................................................

Evaluation of Proposals ................................................................................................................................

Assignment of Key Staff................................................................................................................................

Selection Committee ....................................................................................................................................

Questions Regarding Specifications .............................................................................................................

FORMS

Non-Collusion Affidavit...................................................................................................................

Non-Discrimination Statement ...................................................................................................... .

Non-Indebtedness..........................................................................................................................

 

PROFESSIONAL SERVICES

The City of Reading is soliciting competitive sealed proposals from qualified individuals and/or firms for Solid Waste & Recycling Program & Operations Consultant.

PROPOSAL SUBMISSION

The original proposal and five (5) copies as well as an electronic copy shall be submitted in a sealed envelope that shall plainly indicate on it the title of the proposal and the date for receiving. This shall be delivered to the City Purchasing Coordinator, Rm. 2-45, City Hall, 815 Washington Street, Reading, PA, until 3:00 P.M., prevailing time on December 3, 2019. The envelope shall be clearly labeled as Solid Waste & Recycling Program & Operations Consultants.

Specifications and Proposal Forms for the above work can be obtained via the City Website at www.readingpa.gov

Proposals received after the hour specified, will not be considered

PRE-PROPOSAL CONFERENCE

There will not be a pre-proposal meeting.

PROPOSER’S CLARIFICATION

By submitting a proposal, the proposer certifies that the RFP has been fully read and that the proposer understands the proposal method and has full knowledge of the scope, nature and quality of work to be performed.

INSURANCE

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.

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.

Prior to commencement of performance of this Agreement, Contractor shall furnish to the City a certificate of insurance evidencing all required coverage in at least the limits required herein, naming the City of Reading, its elected officials, agents, and employees as additional insureds under the Comprehensive General Liability coverage, and providing that no policies may be modified or cancelled without thirty (30) days advance written notice to the City. Such certificate shall be issued to: City of Reading, 815 Washington Street, Reading, PA 19601. All policies shall be in effect with companies holding an A.M. Best rating of “A-” or better and shall be licensed to do business in the Commonwealth of Pennsylvania. Such companies shall also be acceptable to the City.

Please forward a certificate of insurance verifying these insurance requirements.

All subcontractors performing work under this contract must furnish to the City a copy of their Certificate of Insurance for Workers‟ Compensation and liability for bodily injury and property damage.

EQUAL EMPLOYMENT OPPORTUNITY

During the performance of this Contract, the Proposer agrees as follows:

The Proposer will not discriminate against any employees or applicant for employment because of race, color, religion, sex, or national origin. The Proposer will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Proposer agrees to post in conspicuous places, available to employees and applicants for employment, notices which may be provided by the City setting forth the provisions of this nondiscrimination clause.

The Proposer will, in all solicitations or advertisements for employees placed by or on behalf of the Proposer, state that all qualified applicants will receive consideration for employment without regard race, color, religion, sex, or national origin.

In the event of the Proposer‟s noncompliance with the non-discrimination clauses of this Contract or with any of the said rules, regulations, or orders, this Contract may be canceled, terminated, or suspended in whole, or in part and the Proposer may be declared ineligible for further City contracts.

The Proposer will include the provisions of these paragraphs in every subcontract or purchase order unless exempted.

EMPLOYMENT OF CERTAIN PERSONS PROHIBITED

No person who, at the time, is serving sentence in a penal or correctional institution shall be employed on the work covered by this Contract.

ALTERATIONS OR MODIFICATIONS

This contract will be under the direct supervision of the City or its authorized representatives. Any alterations or modifications of the work performed under this contract shall be made only by written agreement between the Proposer and the City authorized representatives and shall be made prior to commencement of the altered or modified work. No claims for extra work or materials shall be allowed unless covered by written agreement.

SUBCONTRACTS

The Proposer will not be allowed to subcontract work under this contract unless written approval is granted by the City. The Subproposer, as approved, shall be bound by the conditions of the contract between the City and the Proposer. The authorization of a Subproposer is to perform in accordance with all terms of the contract and Specifications. All required notices, work orders, directives, and requests for emergency services will be directed to the Proposer. All directions given to the Subproposer in the field shall bind the Proposer as if the notice had been given directly to the Proposer.

RIGHT TO AUDIT RECORDS

The City shall be entitled to audit the books and records of a proposer or any sub-proposer to the extent that such books and records relate to the performance of such contract or sub-contract. Such books and records shall be maintained by the proposer for a period of three (3) years from the date of final payment under the prime contract and by the sub-proposer for a period of three (3) years from the date of final payment under the sub-contract unless a shorter period is otherwise authorized in writing.

DISSEMINATION OF INFORMATION

During the term of the resulting contract, the successful proposer may not release any information related to the services or performance of services under the contract, nor publish any report or documents relating to the City, the account or performance of services under the agreement without prior written consent of the City; and shall indemnify and hold harmless the City, its officers, agents, and employees from all liability which may be incurred by reason of dissemination, publication and distribution, or circulation, in any manner whatsoever, of any information, data, documents, or material pertaining to the City, the account or the contract by the proposer or its agents or employees.

BUSINESS PRIVILEGE TAX

The City of Reading imposes a Business Privilege License at $55.00 per calendar year. In addition, a Business Privilege Tax is imposed at the service rate of 2-1/4 mills upon the gross receipts attributable to business conducted within the City of Reading.

PERMITS/LICENSES

The Proposer shall, at its expense, pay all fees and procure all necessary licenses and permits needed to conduct the work required under the terms of this contract. The Proposer shall give any and all necessary formal notices required in conjunction with the lawful prosecution of the work of this contract.

OBSERVANCE OF LAWS, ORDINANCES AND REGULATIONS

The Proposer at all times during the term of this contract shall observe and abide by all Federal, State, and Local laws which in any way affect the conduct of the work and shall comply with all decrees and orders of courts of competent jurisdiction. The Proposer shall comply fully and completely with any and all applicable State and Federal statutes, rules and regulations as they relate to the hiring, wages, and any other applicable conditions of employment.

WITHDRAWAL OF PROPOSALS

Proposers will be given permission to withdraw any proposals after they have been received by the City's Purchasing Coordinator at his/her office, provided said request is in writing and properly signed. No proposals may be withdrawn for a period of ninety (90) days following the formal opening and receipt of proposals by the City of Reading.

PROPOSAL REJECTION

The City of Reading reserves the right to reject any or all proposals and to accept or reject any part of any proposal. It also reserves the right to waive any technical defects or minor irregularities, which in its discretion, is in the best interest of the City.

EXECUTION OF CONTRACT

The successful Proposer shall, within ten (10) calendar days after mailing of contract documents by the City to the Principal, enter into contract with the City.

The contract, when executed, shall be deemed to include the entire agreement between the parties; the Proposer shall not base any claim for modification of the contract upon any prior representation or promise made by the representatives or the City, or other persons. All attachments are considered as part of this document.

CONTRACT TERMINATION

The City shall have the right to terminate a contract or a part thereof before the work is completed in the event:

A. Previous unknown circumstances arise making it desirable in the public interest to void the contract.

B. The proposer is not adequately complying with the specifications.

C. The proposer refuses, neglects, or fails to supply properly trained or skilled supervisory personal and/or workers or proper equipment.

D. The proposer in the judgment of the City is unnecessarily or willfully delaying the performance and completion of the work.

E. The proposer refuses to proceed with work when and as directed by the City. F. The proposer abandons the work.

 

SCOPE OF SERVICES

Background

The Sustainability and Solid Waste (SSW) division of the Public Works Department within the City of Reading, Pennsylvania is seeking a consultant to assist with programs and operations.

The City of Reading is a city of approximately 90,000 and is the seat of Berks County, Pennsylvania. It comprises about 10 square miles and includes a variety of housing stock with the majority being smaller townhomes and row homes. Reading is located nearby to several waste facilities – Berks County is home to 4 landfills, 1 transfer station, and two Materials Recovery Facilities (MRFs).

The chosen consultant will work primarily with the SSW Division Manager. The SSW division contracts with Republic Services for curbside Municipal Solid Waste (MSW) and single-stream recycling collection from properties with 4 or fewer residential units. A total of about 26,700 units are served by the City’s recycling program, which is mandatory. About 21,000 units, or approximately 80% of those eligible, are served by the City’s trash program, which is opt-out. The City is divided into 5 collection zones, one per each day of the week. Each day several rear-load MWS and recycling trucks operate separate routes within that day’s zone.

MSW is transported to the Conestoga Landfill, operated by Republic Services, while recycling is taken to an independent MRF - Cougle’s Recycling Inc. At this time, commercial, industrial, and institutional entities must provide their own waste disposal by contracting directly with a private hauler. Public facilities MSW and recycling needs are served by the City’s internal staff using rear-load trucks.

Residents are not required to use a container for MSW, but containers are encouraged and residents must bag all trash. Residents are provided with a free recycling container. Prior to the transition to single stream recycling in April, 2017 the city provided two traditional square tubs in varying sizes. With the implementation of single-stream recycling, the City switched to a 32 gallon round can with detachable lid as the default recycling container. In fall 2018 the City introduced a pilot program that provided 35 and 65 gallon wheeled, lidded carts to one of the five recycling routes. The City will expand this program city-wide in 2019 as an opt-in upgrade but continues to service the variety of recycling containers still in use by residents unwilling or unable to switch.

In addition to overseeing the contracted hauler and collecting from public facilities, the City provides other related MSW and recycling services including:

• Providing additional recycling collection of electronics, tires, and yard waste

• Illegal dumping abatement and prevention

• Collecting, analyzing, and submitting recycling and waste data for various reporting and grant purposes, such as for Act 101 compliance and 902 and 904 recycling grants

• Running a robust education program to educate the public on rules and best practices in waste disposal and recycling

• Coordinating volunteer cleanup efforts

 

Scope of Work

This City of Reading is seeking qualified firms with demonstrated experience providing solid waste and recycling consultation for local or regional governments. The City’s objective in contracting with a consultant is to gain a better understanding of its waste and/or recycling stream(s) and secure effective, robust contract(s) for future waste collection, disposal, and processing.

The selected consultant will perform general consultation and engineering services such as performing technical studies and calculations, preparing technical specifications, reviewing existing programs and providing recommended improvements, and other related tasks. Due to the interconnected nature of the tasks, the City anticipates choosing one firm for all work described in this RFP. However, the City reserves the right to select one or multiple firms as the City deems appropriate.

The type of work to be performed is outlined in this RFP. This Scope of Work is not a complete list of all tasks to be completed, but rather an outline of likely tasks required to complete each project.

Project 1: Waste Characterization Study

The City is seeking to better understand residential waste and recycling. This RFP seeks a firm to conduct a waste and/or recycling characterization study using industry best practices to provide detailed data on the state of waste and/or recycling in the City. The City is requesting proposals for three different levels of study based on general methods with the expectation that different methodologies will vary in both cost and information obtained. The City will choose the level of study that the City feels provides the best overall value to the City and its residents.

For this study, the consultant will be responsible for recruiting, hiring, and training any additional staff required to complete the study. The study will be completed over one week, including each of the five collection routes (one route per day). Where available, the consultant will use industry standards for material quantity, sortation categories, calculations, and other aspects of the study. The consultant will provide high-quality photographs of the study to use for educational purpose. Tasks typical of each level of study include:

1A: Curbside, Recycling-Only

The curbside study will examine recycling containers at the curb prior to their collection.

• Identify units to create a representative sample of recycling accounts for each collection day

• Auditing the representative sample units at the curb on collection day

• Calculating participation rate within the sample

• Estimating relative quantity of approximately 5-10 key materials

• Logging volume, weight, and other available attributes of samples

 

1B: Off-Site, Recycling Only

The off-site study will gather a sample of recycling material after it is collected by the contracted hauler but before it is processed at the Materials Recovery Facility.

• Identifying and separating an amount of recyclables to be sampled

• Sorting the recycling sample into approximately 15-20 categories based on industry standards (i.e. PET, HDPE, aluminum cans…)

• Logging volume, weight, and other attributes of sorted material

• Analysis of each categories’ weight, volume, proportion of total material, common items, and other characteristics – delineated by acceptable materials and contamination

 

1C: Off-Site, MSW and Recycling

The full waste audit will gather a sample of both recycling and MSW after it is collected by the contracted hauler but before it is deposited in the landfill or processed at the Materials Recovery Facility. This includes all the components of Project 1B plus:

• Identifying and separating an amount of MSW to be sampled

• Sorting sample into MSW, HHW, and recyclables or other categories per industry standards

 

Because curbside services are provided by a contracted hauler and both the MRF and landfill are privately owned, the selected firm will need to coordinate with both the hauler and the landfill and/or MRF to complete the study. If a study cannot be conducted at the landfill or MRF, the City owns numerous properties that might be suitable for the evaluation. The City intends to provide only limited staff support such as providing building access and transporting the sorted materials to the appropriate facility after the evaluation.

Additionally, the City is open to other innovative solutions to identifying its waste and recycling streams.

The City’s primary objectives with this project are to generate baseline data to support future contract negotiations and to improve the City’s recycling program by informing education and outreach efforts.

Project 2: Preparation of RFP(s) and Proposal Evaluation for Solid Waste & Recycling Contract(s)

The current MSW and recycling collection contract expires December 31st, 2020 with the option for two one-year extensions. Given current market conditions and anticipated cost increases, the City desires to evaluate whether renewal or a new RFP is in its bets interest. The existing agreement with the contracted hauler bundles all three aspects of the curbside program: collection, disposal, and processing. The City is not privy to the agreement between the hauler and disposal and processing facilities. The City has a separate agreement for waste disposal of materials collected from municipal buildings and other public locations, which also expires December 31st, 2020 with two one-year renewals. Tasks to be performed include:

1. Research City’s Collection Characteristics and Contract Options • Review City’s existing waste & recycling collection and disposal services, contracts, past solicitations, outcomes, and goals for future progress

• Review applicable local, state, and federal laws including City’s Code of Ordinances

• Research current trends in contract pricing, terms, and acceptable materials

• Research recent and pending contract changes of nearby and similar municipalities.

• Prepare dataset listing the trash removal and/or recycling fee, number of units served, length of contract, and basic contract terms for similarly situated municipalities to include at least the following Pennsylvania cities: Scranton, Allentown, and Easton.

• Understand goals, resources, and limitations of the City of Reading

• Tour the city with City staff to understand key challenges and opportunities such as corner properties, half streets, common set-out mistakes, and more.

• Discuss possible RFP specifications with potential bidders, within purchasing guidelines, to ensure RFP is realistic and in the best interest of the City and its residents

• Recommend high-level contract structures such as combined or separated collection, disposal, and processing; revenue share agreements; and risk/budget certainty implications

• With SSW Manager, meet with Mayor, Managing Director, Public Works Director, City Council, or other key stakeholders in 1-2 meetings to explain recommendations and collect feedback on contract options

2. Prepare RFP Specifications • Review of City’s standard contract language to ensure all legal and quality requirements are met, such as liability, general insurance, pollution insurance, local labor, and other aspects relevant to the proposed RFPs

• Make specification recommendations to staff and prepare technical specifications language in the RFP(s) for items such as accountability measures; fines & fees; reporting; rejected loads; vehicle requirements; sustainability; fleet efficiency; and more

• Ensure all foreseeable aspects of collection, disposal, and processing are included in RFP

• Prepare proposal submission forms specific to the technical aspects of the RFP

• Prepare evaluation criteria and rating system in conjunction with City’s purchasing requirements

• Coordinate with City staff to develop RFP timeline(s)

3. Evaluation of Proposals

• Review proposals for completeness, accuracy, and proper submission procedures

• Support review committee’s understanding and rating of proposals

• At the City’s direction, assist City in negotiating terms with selected vendor(s)

• Preparation of final recommendation(s) to City

• With the SSW Division Manager, attend 1-2 meeting(s) with Mayor, Managing Director, Public Works Director, City Council, or other key stakeholders to explain the chosen proposal and reasons for its selection

4. Perform all work in accordance with City’s purchasing guidelines

Project 3: General Solid Waste & Recycling Program Improvements

The City is seeking consultation service for 100 hours in addition to Projects 1 & 2 outlined above.In addition to overseeing the contracted hauler, the SSW Division runs a number of ongoing programs spanning education and outreach, special collections, volunteer engagement, and daily operations. Additionally, the division undertakes specific projects from time to time. The selected firm will provide support to specific projects or programs to help increase efficiency and improve operations. General consulting may include, but is not limited to:

• Provide assistance to the City during the initial term of any new collection/processing/disposal contract(s) to ensure proper implementation

• Review daily assignment sheets, record keeping, reporting, billing, and other operations procedures and provide recommendations for improvement

• Review data and perform analysis to provide program insight

• Review educational program and recommend improvements

• Advise staff on policies and procedures related to division programs

• Develop spreadsheets, manuals, or other tools to improve common tasks

• Make recommendations on new and existing programs

Upon mutual agreement by the City and contracted consultant, the two parties can add not more than an additional 100 hours of consultant service, up to a total of 200 hours, under this agreement.

Term

The work listed in this RFP will begin upon the successful firm(s) receiving a Notice to Proceed (NTP) from the City and will continue through the end of 2021. The majority of work is expected to be completed during 2020. Important deadlines to consider include:

• The current MSW and recycling collection/processing contract expires December 31st, 2020.

• The current waste disposal contract (municipal facilities only - excludes curbside collection) expires December 31st, 2020.

• The SSW Division Manager aims to have any and all collection/disposal/processing solicitations prepared no later than August 31, 2020. An earlier date is desirable. This is important in order to provide sufficient time for bid evaluation, vendor selection, new vendor setup, etc.

• The recycling characterization study should be completed prior to advertising collection, processing, or disposal RFPs.

 

Submission Requirements

In addition to any forms or items included elsewhere in this RFP, bidders must submit and will be evaluated based on the following materials:

Firm Experience including, at minimum, a history of the firm, summary of major projects completed, and current ownership information.

Firm References from at least (3) past clients for work on similar or related projects

Employee Experience including a brief bio, educational background, professional history, and other relevant credentials of all employees who will perform work under this contract

Project Sample – Any relevant and available samples of projects completed majorly similar to projects in this RFP

Pricing for each of the three projects in this RFP. Prices will be submitted using Appendix A.

In addition, to receive credit for a minority or woman-owned business or local enterprise:

MWOB – Evidence of a minority or woman-owned business

Local Business: Evidence of a business located within the City of Reading.

Please submit the above materials in the order specified to facilitate review. Submissions lacking any of the items listed above will be considered incomplete.

Questions on RFP

All questions on this RFP should be directed to the City’s Purchasing Department. There will be no pre-proposal meeting.

Evaluation of Proposals

All proposals will be evaluated by a team of four reviewers. Reviewers will evaluate each proposal on price, experience of firm, experience of staff, references, and completeness of proposal. Each proposal will receive points in each category up to the category maximum. Additionally, firms may earn extra points based on their status as a woman or minority-owned business or local business. After all categories have been scored, proposals will be given a final score out of 100. The apparent awardee will be the firm submitting a proposal with the highest overall score.

 

Price (25)

Experience of Firm (25)

Experience of Staff (25)

References (10)

Completeness of Proposal (5)

MWOB (5)

Local Preference (5)

Total (100)

Proposal 1

Proposal 2

Proposal 3

The City will contact references and, with quality references, the apparent awardee will be notified of selection and recommended for approval according to the City’s purchasing policies.

The City reserves the right to seek additional information and negotiate with each of the bidders submitting complete and timely proposals. Any negotiated changes will be added to the selected bidder’s proposal as an addendum.

 

Appendix A: Price Submission Form

Project 1: Waste Characterization Study

Submit an all-inclusive, firm price for each level of characterization study provided by your company.

1A: Curbside, Recycling Only

$

1B: Off-Site, Recycling Only

$

1C: Off-Site, MSW and Recycling

$

 

Project 2: Preparation of RFP(s) and Proposal Evaluation for Solid Waste & Recycling Contracts

Submit an all-inclusive, firm price for the project.

Project 2: RFP Prep & Evaluation

$

 

Project 3: General Solid Waste & Recycling Program Improvements

This prices submitted for this project will be based on hourly rates. Submit a list of all of the positions that may work on this project including:

1. Position Title

2. Hourly Rate

3. Position Description

Position descriptions are vital to fair comparison of proposals. An example position listing is below:

Position

Hourly Rate

Position Description

GIS Tech

$50.00

Performs GIS analysis and generates data reports

Consultant I

$75.00

Performs entry-level duties such as field work, research, and report preparation

Consultant II

$100.00

Performs advanced duties such as data analysis, contract preparation, and program coordination

Consultant II

$150.00

Performs management functions such as program and project management, budgeting, staff supervision

Administrative Support

$30.00

Performs administrative functions, prepares correspondence, and coordinates time and billing.

 

Project 3: Proposed Positions & Hourly Rates for General Consulting

Position

Hourly Rate

Position Description

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minority and Woman Enterprise Participation and Participation By Labor Surplus Area and Section 3 Firms.

If the individual, firm or organization qualifies under any of these four categories, the individual, firm or organization shall set forth the basis so that the City of Reading can determine which categories (s) are applicable.

The Offeror must insure that employees and applicants for employment are not discriminated against because of their race, color, religion, sex, national origin, disability, or familial status and those requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, are met.

All successful bidders must meet the terms and conditions of:

· 24 CFR Part 85

· OMB Circular A-87

· Section 3 of the Intergovernmental Cooperation Act of 1968

· Section 109 of the Housing Act of 1974

· Title VI of the Civil Rights Act

. Executive Order 11246, Equal Employment Opportunity, if the Contract exceeds $10,000.

 

· The Fair Housing Act, as amended.

· Any program regulations about Conflict of Interest.

· Federal Access to Records.

· Executive Order 11625 and section 504 of the Rehabilitation Act of 1973.

· The American Disabilities Act of 1990.

ASSIGNMENT OF KEY STAFF

The key member(s) of the contract identified must be assigned to the contract and must remain assigned to the contract for its duration, unless the City agrees in writing to modify the assignment. If a key member leaves during the course of the contract, the City must be notified immediately, and the contractor must submit the replacements name and credentials for approval by the City prior to that person starting work on the contract.

SELECTION COMMITTEE AND PROCEDURE FOR REVIEW OF PROPOSALS

A Selection Committee will be established to review and evaluate all proposals submitted in response to this Request for Proposals (RFP). The Committee shall conduct a preliminary evaluation of all proposals based on the information provided. The Committee will first review each proposal for compliance with the minimum qualifications and mandatory requirements of the RFP. Failure to comply with any mandatory requirements may disqualify a proposal.

The City reserves the right to reject any and all proposals and to waive minor irregularities. The City further reserves the right to seek new proposals when such a procedure is reasonably in the best interest of the City to do so.

Addendum

REGARDING SPECIFICATIONS OR PROPOSAL PROCESS:

To ensure fair consideration for all bidders, the City prohibits communication to or with any department or division manager or employee during the bid process with the exception of those questions relative to interpretation of specifications of the bid process.  Such questions shall be submitted in writing to the City of Reading Purchasing Office to be given consideration questions must be received in writing prior to 10:00 A.M. on November 15, 2019. Direct inquiries to:

Juanita Komoro

Purchasing Assistant

City Hall, Rm. 2-45

Responses to questions shall be issued to all bidders in the form of a written addendum no later than November 20, 2019.

Additionally, the city prohibits communications initiated by a proposer to any City Official or employee evaluating or considering the proposals prior to the time an award decision has been made.

Any communication between  proposer and the City will be initiated by the appropriate City Official or employee in order to obtain information or clarification needed to develop a proper, accurate evaluation of the  proposal.    Such communications initiated by a proposer may be grounds for disqualifying the offending proposer from consideration for award of the proposal and/or any future proposal.

 

 

NON-COLLUSION AFFIDAVIT

INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT

This Non-Collusion Affidavit is material to any contract pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act, 73 P.S. 1611 et seq., governmental agencies may require Non- Collusion Affidavits to be submitted together with proposals.

This Non-Collusion affidavit must be executed by the member, officer, or employee of the proposer who is authorized to legally bind the proposer.

Bid/Proposal rigging and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of proposals are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the proposer with responsibilities for the preparation, approval, or submission of the bid.

In the case of a proposal submitted by a joint venture, each party to the venture must be identified in the proposal documents, and an Affidavit must be submitted separately on behalf of each party.

The term "complementary bid/proposal" as used in the Affidavit has the meaning commonly associated with that term in the RFP process, and includes the knowing submission of proposals higher than the proposal of another firm, any intentionally high or noncompetitive proposal, and any form of proposal submitted for the purpose of giving a false appearance of competition.

Failure to file an Affidavit in compliance with these instructions will result in disqualification of the proposal.

 

 

 

NON-COLLUSION AFFIDAVIT

 

 

State of__________________________  

County of________________________  

_________________________________being first duly sworn, deposes and says that:

He/She is__________________________________________of the Proposer that has

                 (Owner, Partner, Officer, Representative or Agent)

submitted the attached Proposal;

He/She is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal;

Such Proposal is genuine and is not a collusive or sham Proposal;

Neither the said Proposer nor any of its officers; partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal is submitted or to refrain from submitting in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication of conference with any other Proposer, firm or person to fix the price or prices in the attached Proposal or of any other Proposer, or to fix any overheld, profit or cost element of the Proposal price or the Proposal price of any other Proposer, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Reading or any person interested in the proposed Contract;

The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit; and,

Neither the said Proposer nor any of its officers, partners, owners, agents or parties in interest, have any interest, present or prospective, that can be reasonably construed to result in a conflict of interest between them and the City of Reading, which the Proposer will be required to perform.

 

I state that ________________________________understands(Name of Firm)

and acknowledges that the above representations are material and important, and will be relied on by the City of Reading in awarding the Contract(s) for which this Bid is submitted. I understand and my firm understands that any misstatement in this Affidavit is and shall be treated as fraudulent concealment from the City of Reading of the true facts relating to the submission of bids for this Contract.

__________________________________________

(Name and Company Position)

 

 

SWORN TO AND SUBSCRIBED

BEFORE ME THIS_______________ DAY

OF_________________ , 20________ 

_______________________________

Notary Public                    My Commission Expires:

 

 

 

 

NON DISCRIMINATION STATEMENT

The undersigned hereby certifies that it shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, handicap, familial status, or national origin. The undersigned shall take affirmative action to insure that applicants for employment are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, handicap, familial status, or national origin.

__________________________________

__________________________________

BIDDER

___________________________________

TITLE

 

 

PROVIDERS CERTIFICATION OF NON-INDEBTEDNESS TO THE CITY OF READING

Provider hereby certifies and represents that Provider and Provider‟s parent company(ies) and subsidiary(ies) are not currently indebted to the City of Reading (the “City”), and will not at any time during the term of this Contract (including any extensions or renewals thereof) be indebted to the City, for or on account of any delinquent taxes, liens, judgments, fees or other debts for which no written agreement or payment plan satisfactory to the City has been established. In addition to any other rights or remedies available to the City at law or in equity, Provider acknowledges that any breach or failure to conform to this certification may, at the option of the City, result in the withholding of payments otherwise due to Provider and, if such breach or failure is not resolved to the City‟s satisfaction within a reasonable time frame specified by the City in writing, may result in the offset of any such indebtedness against said payments and/or the termination of this Contract for default (in which case Provider shall be liable for all excess costs and other damages resulting from the termination).

______________________________________

Name of Provider                                 

 

By:________________________________________   

Authorized Signatory                                   

Title:_______________________________________   

President or Vice President                            

 

       Attest:________________________________________