CITY OF WILLIAMSBURG, IOWA
REQUEST FOR PROPOSAL
CURBSIDE COLLECTION OF RECYCLABLES AND SOLID WASTE
The City of Williamsburg, Iowa, is seeking proposals from qualified firms to provide regular curbside/alley collection of recyclables and solid waste for single family houses; duplexes and multi-family up to 4 units; and City owned buildings in Williamsburg. This is approximately 1,170 stops. The contract for services will be for three years with a possible three-year renewal. All services must be performed in compliance with local, state, and federal ordinances, laws, and regulations.
The selected contractor will be paid directly by the City of Williamsburg, not by residents. The contract for service begins August 1, 2019, and continues through July 31, 2022.
SCOPE OF SERVICES
The following are the services to be provided by the contractor:
- The contractor shall provide labor and equipment needed to collect recyclables and/or solid waste from City curbsides and alleys on the same day each week from 7:00 AM to 5:00 PM. The current service is provided to half the community on Tuesdays and the other half on Thursdays. If possible, the City would like to keep the service in those areas on the same days. Contractor shall provide the pick-up schedule and other relevant communication to households throughout the contract term.
- Should a holiday fall on the collection day, then collection shall take place the following day or as designated by the contractor.
- Solid waste is currently collected in resident’s bags or cans. To encourage recycling and make the cost of solid waste collection more equitable, the City would like the option to implement a unit-based pricing system. The contractor shall describe the unit-based pricing bag or tag system they would implement in their proposal and whether the proposal is being submitted under Service Option A or Service Option B. The City will consider the unit-based pricing system that best meets their needs and waste diversion goals.
- Recyclable materials are currently collected commingled. The proposal shall identify how the recyclable materials will be collected during this contract term and whether the proposal is being submitted under Service Option A or Service Option B as outlined below.
- The recycling containers currently used are the property of the current hauler. New or replacement containers will be the responsibility of the contractor throughout the contract term. The contractor shall describe the recycling containers to be used in their proposal. The City will consider the collection system that best meets their needs and waste diversion goals.
- In an effort to address residents’ concerns, the hauler shall limit the litter caused by tipping recycling carts or risk termination of the contract.
Service Option A: Submit a bid for weekly collection of solid waste and weekly collection of recyclables. Describe how the recyclable materials are to be collected such as sorted or commingled and the container to be utilized for collection. Describe the unit-based pricing system your company offers. Include the bag or tag type, price, and method of sale.
Service Option B: Submit a bid for weekly collection of solid waste and bi-weekly collection of recyclables. Describe how the recyclable materials are to be collected such as sorted or commingled and the container to be utilized for collection. Describe the unit-based pricing system your company offers. Include the bag or tag type, price, and method of sale.
- The contractor’s bid for recycling services shall be based on weekly or bi-weekly collection of at least the following recyclables:
- Mixed Paper
- Corrugated Cardboard
- Plastics (at least numbers 1 & 2)
- Tin, Steel, and Aluminum Cans
- The City will consider additional collection of recyclables (e.g. glass) proposed by the contractor.
- The contractor shall deliver the recyclable materials to a processor identified in the proposal and provide annual tonnage reports to the City Clerk, summarizing the amount of recyclable material delivered. Scale tickets from the recycling processing facility may be requested by the City of Williamsburg.
- The contractor shall pay processing fees for recyclable materials collected from the provision of these services.
- The contractor is required to deliver solid waste to the Iowa County Landfill and pay the tipping fees for waste materials collected from the provision of these services.
- All contractor personnel are to act in a courteous and professional manner.
- The hauler will be responsible for litter caused by the collection of recyclable materials and will be subject to State of Iowa litter laws.
- The City will provide the official stop count (number of households, etc.) to the contractor each month.
- The contractor shall provide the City with a description of their customer service procedures including accepting complaints and missed pick-up calls. The contractor shall keep all equipment used for service in sanitary and good operating condition.
- The contractor is required to comply with all local ordinances.
PROPOSAL SUBMISSION REQUIREMENTS
The RFP will be released December 11, 2018. Responses to this request for proposal must be received by 3:00 pm, Tuesday, January 15, 2019, in the office of the City Clerk at 210 West State Street or by US mail at PO Box 596, Williamsburg, IA 52361. All responses shall contain an original and three copies of all required submission materials as outlined below.
Sealed bids will be opened at 3:01 pm, Tuesday, January 15, 2019, at Williamsburg City Hall at 210 West State Street. A committee appointed by the City Council will review and score all of the proposals and make a recommendation to the City Council. The contract is expected to be awarded at the Williamsburg City Council meeting at 7:30 pm, Monday, January 28, 2019. If the City Council is not able to make the award on January 28th, a decision will be made on or before February 11, 2019.
The responses must include all of the provided forms and the additional documentation as follows:
- Form I – company information, experience, and service offered including:
- Company name (including parent company), address, telephone number, fax number, contact person, and an email address.
- List of three reference cities for which the contractor has provided similar service within the past five years. Include the name of the city, contact person with their email address and phone number as well as the number of years serving the city.
- Identify the proposal as Service Option A or Service Option B and provide a general description of the services offered including collection method and container to be used, collection day, and unit-based pricing system.
- Form II – equipment and labor to be used for the collection services including:
- A list and description of the vehicles to be used for collection. Include make, model, year, and overall capacity for each vehicle.
- A description of the collection containers to be used.
- A description of how service calls and customer communications will be handled.
- Form III –contractor costs including:
- Cost per household per month.
- Description and costs of unit-based pricing system.
- Any other services (e.g. bulky waste collection) the contractor may want to provide and their associated costs.
- Responses must also include:
- Appropriate documentation indicating ability to obtain a performance bond or letter of credit in the amount of $25,000. Posting of this bond or letter of credit will be required at the time of contract execution.
- Proof of comprehensive commercial general liability insurance in the amount of $1,000,000 (at a minimum) covering bodily injury, property damage, personal injury, and automobile liability. Proof of workers’ compensation and employer’s liability insurance in the amount of $100,000.
- The draft Waste and Recycling Collection Agreement (contract) provided with the RFP with requested substantive language changes marked directly on the document. If the draft contract language is acceptable to the contractor, mark the document “no changes” on the front page.
Questions regarding this request for proposal must be submitted in writing and directed to Williamsburg City Clerk Niki Osweiler via email at email@example.com or by mail at PO Box 596, Williamsburg, IA 52361. All questions must be received by the City Clerk by December 18, 2018. The questions and answers will be posted by December 21, 2019, on the City of Williamsburg’s website at www.williamsburgiowa.org . The City Clerk’s office hours are 8 AM – 5 PM, Monday – Friday.
Selection of a contractor will be based partially on the following points system:
- The qualifications and experience of the firm in similar activities (30 points)
- Ability to meet the collection and service needs of the city within the time schedule – contract to start August 1, 2019 (15 points)
- Suitability of equipment and personnel to meet collection and service needs (15 points)
- Service provider located in Iowa County (10 points)
- Costs (30 points)
All proposers will be notified in writing regarding results of the selection process.
The City of Williamsburg reserves the right to reject any and all proposals or to waive any irregularities in any proposal. The City may choose any proposed service option if judged to be in the best interest of the City.
If a proposal does not satisfy the minimum requirements as set forth in the RFP, the proposal will be disqualified from further consideration at the discretion of the City.
Click Here to Download RFP
REQUEST FOR PROPOSAL (RFP)
Issue Date: November 15, 2018
Title: Engineering Services for the Oak / Elm / Chatham Street Rehabilitation and Old Man’s Creek Bridge Replacement Projects
Issued By: City of Williamsburg
210 West State Street
P.O. Box 596
Williamsburg, IA 52361
Sealed proposals will be received on or before 2:00 P.M., Friday January 25th, 2019 for furnishing the services and/or items described below. All questions must be submitted before 5:00 p.m., Friday January 11th. If necessary, an addendum will be issued by email to interested Firms.
Submittals may be emailed or hand delivered directly to City Hall.
The City of Williamsburg, Iowa is seeking proposals and qualifications from engineering Firms to provide engineering services for two projects – the rehabilitation or replacement of Oak Street from Elm Street to Welsh Street (240th Street / County Highway F46), Elm street from Oak street to Leo Boulevard, and Chatham street from Oak Street to a point roughly 900 feet south (a rough total of 5,750 LF); and the replacement of the existing State Street bridge over Old Man’s Creek. The street project will include likely replacement of all co-located City-owned utilities. These projects will run concurrently.
A mandatory pre-proposal meeting will be held at Williamsburg City Hall on Friday, December 7th at 3:00pm. This meeting will be attended by City of Williamsburg staff and City Council members. This meeting will include a brief presentation by City staff on the background of the project, and then will provide an opportunity for interested Firms to ask additional questions about the project. This meeting will include a visit to both project sites, if desired. City staff will not be available for meetings or correspondence after the date of the pre-proposal meeting. All questions regarding the scope, after this meeting, should be submitted in writing as indicated above.
Please RSVP to the City Clerk for this event before 4:30pm on Wednesday, December 5th.
Conduct an open house for the public to express their concerns or desires with regards to the two projects.
The results of the open house will be discussed at a follow-up meeting with the City, where the final short list of main design features will be set.
Oak / Elm / Chatham Street Rehabilitation and Old Man’s Creek Bridge Replacement
Provide items 1-4 for each project as separate deliverables, with the understanding that both projects may be constructed simultaneously.
Perform an engineering design study to evaluate options for incorporating preferred design features into the project. Prepare a report detailing the findings of the study, including probable construction costs and recommendations for final design features. Selected Firm shall work with the City and their grant writer and bonding attorney to identify potential project funding sources for the proposed improvements.
Following approval of the final design study document by the City, prepare plans and specifications for construction of the selected design concept. The design and updated probable construction cost shall be presented to the City at the 60% stage for comments. Final plans, specifications and engineer’s opinion of probable cost shall be prepared for City approval. The plans and specifications shall be broken into logical segments that will allow the City to either retain the complete design for construction phase, remove portions for future use, or include for construction bids as alternate bids.
Once the final plans and specifications have been approved, prepare a bid package and provide assistance to the City in selecting a contractor. This will include attending a pre-bid meeting, addressing contractor questions, issuing addenda as needed, and assisting the City with award of project on the basis of best contractor’ s bid.
Provide a budgetary estimate for serving as City’s engineer during construction phase. This will include review of contractor questions, processing of change orders, review of pay applications, and observation and documentation of both typical and milestone type construction activities (not full-time inspection). These services will NOT be included in the current contract, and will be negotiated under a separate agreement.
Preliminary discussions of these projects have identified the following features or concerns which should be addressed during the engineering design study phase:
Oak / Elm / Chatham Street:
Incorporation of at least one sidewalk for the entire length of Oak Street.
Rehabilitation of West End Pond
Relocation of above ground utilities to below grade.
Improvements to geometry of Oak street between Chatham and Elm, or at a minimum, improvements to the geometry of the Oak-Elm intersection.
State Street Bridge:
Incorporation of additional width for a pedestrian / bike lane.
Utilization of innovative bridge technologies such as box culverts, aluminum structural plate spans, or other materials which might provide an advantage in cost, lifespan, and/or construction time.
Prospective Firms are to address the criteria below at a minimum as part of their submitted proposal. Proposals are to include and may be evaluated on the following factors, together with such other factors as will protect and preserve the interests of the City of Williamsburg, which may also be considered.
Organizational structure of Firm and qualifications of management personnel.
Prospective Firms should submit at a minimum the length of time in the business, corporate experience, and strengths in the industry; a description of the organizational structure for the management and operation of the services requested and/or provision of the items referred to in this RFP, including an organizational chart denoting all positions and the number of personnel in each position. The project organizational chart shall identify key personnel for the project.
Job title classification breakdown for expected project staffing, along with median billing rates for each class for FY 2019 / 2020.
Financial condition of the Firm and ability to perform all obligations of any resultant contract.
Experience in providing the services and/or items requested by this RFP.
The ability, capacity, and skill of the Firm to provide the services and/or items described in this RFP and in a prompt and timely manner without delay or interference.
The quality and timeliness of performance of previous contracts or services of the nature described in this RFP.
Each Firm should provide the names, addresses, and telephone numbers of at least three (3) references in connection with supplying the services or items requested in this RFP, especially from other local government operations similar to those being requested in this RFP by the City. Each reference should include organizational name, official address, contact person, title of contact, and phone number.
Engineering Firms making proposals must respond in writing to all requirements of this Request for Proposals. Responses should reflect detailed considerations of the issues and opportunities presented by these projects. Any additional information or tasks that are felt to be relevant by the responding Firm should be included together with the submittal requirements.
Each proposal shall include a sample contract which the submitting Firm would propose to follow if selected for one or both projects.
Each proposal, one (1) original, marked as such and six (6) copies, marked as such, must be appropriately signed by an authorized representative of the proposing Firm, and must be submitted in a sealed envelope or package. A removable media storage device containing a digital copy of the proposal must be included in the proposal packet. The notation “Engineering Services for the Oak / Elm / Chatham Street Rehabilitation and Old Man’s Creek Bridge Replacement Projects”, and the specified opening time and date must be clearly marked on the front of that sealed envelope or package.
Interested Firms are able to propose on either project, or both. If the Firm only wishes to propose on one of these projects, the proposal shall clearly indicate which project is desired. If the proposing Firm wishes to submit proposals for both projects, an additional line item in the proposal should be included to indicate what percentage discount will be deducted from the total proposed price, if the Firm is selected for both projects. Proposals should be broken out into separate “time and materials, not to exceed without authorization” amounts for each phase of work: Pre-Design, and Design / Bid.
Inquiries regarding this RFP or the pre-proposal meeting should be directed to Nicole Osweiler, City Clerk, at the address listed at the start of this RFP. Any interpretation, correction, or change of the RFP will be made by an addendum. Interpretations, corrections or changes of this RFP made in any other manner will not be binding and Firms must not rely upon such interpretations, corrections, or changes.
The City of Williamsburg reserves the right to cancel this RFP and/or reject any or all proposals, to waive formalities in any proposal, to award any whole or part of a proposal, and to award to the engineering Firm whose proposal is, at the sole discretion of the City of Williamsburg, determined to be in the best interest of the City.
The City may request additional information, clarification, or presentations from any of the Firms after review of the proposals received.
The City is not liable for any costs incurred by any Firm in connection with this RFP or any response by any submitting Firm to this RFP. The expenses incurred by Firms in the preparation, submission, and presentation of the proposal are the sole responsibility of the submitting Firm and may not be charged to the City.
The City may make investigations to determine the ability of the Firm to perform or supply the services and/or items as described in this RFP. The City reserves the right to reject any proposal if the Firm fails to satisfy the City that it is qualified to carry out the obligations of the proposed contract.
Firms will be evaluated for selection on the basis of those most qualified to meet the requirements of this RFP. The City of Williamsburg does not use a numerical or weighted scoring system when evaluating selection criteria. Major criteria to be considered in the evaluation may include, but shall not necessarily be limited to, the items referred to above and those set forth below:
A. The background, education and experience of the Firm and its project team in providing similar services or items elsewhere, including the level of experience in working with municipalities and the quality of services performed or items supplied.
B. The Firm’s responsiveness and compliance with the RFP requirements and conditions.
C. Determination that the selected Firm has no contractual relationships which would result in a conflict of interest with the City’s contract.
D. The Firm’s ability, capacity and skill to fully and satisfactorily provide the services and/or items required in this RFP.
E. The quality of Firm’s performance in comparable and/or similar projects.
F. Whether the Firm can provide the services and/or deliver the in a prompt and timely fashion.
G. Price for completing the work described in the Scope, above.
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