RFQ 64471 On-Call Solid Waste and Diversion Program Consulting Services

REQUEST FOR QUALIFICATIONS FOR
ON-CALL SOLID WASTE AND DIVERSION PROGRAM
CONSULTING SERVICES
RFQ NO.64471
RFQ Issue Date:
Tuesday, May 19, 2026
Submittal Due Date and Time:
Monday, June 8, 2026, at 5:00 pm
T
Email Submittals to:
Kerry Parker at kparker@sanleandro.org and
copy Sally M. Perez at sperez@sanleandro.org

TABLE OF CONTENTS
I. INTRODUCTION ............................................................................................................................. 3
II. BACKGROUND ................................................................................................................................ 3
III. PROJECT OVERVIEW AND OBJECTIVES ................................................................................. 4
IV. SCOPE OF SERVICES ..................................................................................................................... 5
V. SUBMITTAL REQUIREMENTS ................................................................................................... 8
VI. SUBMITTAL INSTRUCTIONS ................................................................................................... 10
VII. ESTIMATED SCHEDULE ............................................................................................................. 11
VIII. SELECTION CRITERIA ................................................................................................................ 12
IX. DELIVERABLES REQUIRED OF SELECTED CONSULTANTS ............................................ 13
X. CONDITIONS ................................................................................................................................. 14
ATTACHMENTS
A - Standard Consulting Services Agreement (including Exhibits A-E)
B - Living Wage Ordinance Guidelines and FAQ
C - Insurance Requirements Acknowledgement
City of San Leandro
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REQUEST FOR QUALIFICATIONS FOR
ON-CALL SOLID WASTE AND DIVERSION PROGRAM CONSULTING
SERVICES
I. INTRODUCTION
The City of San Leandro (City) is requesting Statements of Qualifications (SOQs) from qualified firms
to provide on-call solid waste and diversion program consulting services. The City seeks to establish
a pre-qualified pool of consultants with expertise in regulatory compliance, program planning and
implementation, data management, public outreach, and related technical services to support its
solid waste, recycling, and organics programs. Services will be provided on an as-needed basis
through task orders over a five-year period. Firms with experience in California solid waste
regulations, including Senate Bill 1383 (SB 1383), and in working within multi-jurisdictional service
environments are encouraged to submit qualifications.
II. BACKGROUND
City of San Leandro
Incorporated in 1872, the City of San Leandro is committed to advancing sustainable materials
management practices that protect environmental quality, comply with evolving state regulations,
and serve the needs of its diverse community of approximately 90,000 residents. Located in
Alameda County within the San Francisco Bay Area, San Leandro has long prioritized waste
reduction, recycling, and organics diversion as core components of its environmental stewardship
efforts.
The City's solid waste and diversion programs operate within a unique service framework in which
the community is divided between two sanitary districts. The City of San Leandro's own sanitary
district serves approximately 60 percent of the community, while the Oro Loma Sanitary District
serves the remaining 40 percent. This split service structure requires careful coordination to ensure
consistent program implementation, regulatory compliance, and equitable service delivery across
jurisdictional boundaries.
The City's sanitary district's collection and recycling processing services are provided by Alameda
County Industries (ACI), which has been the exclusive provider of these services for the City since
2000. The most recent agreement with ACI began on February 1, 2025, and will be in place for ten
years, with the option to renew for an additional five years beyond the initial term. The City's post
collection agreement, outside of recycling processing, is provided by Waste Management (WM), and
holds the same term of agreement.
In addition, the City hosts two transfer station facilities that play a critical role in the regional solid
waste system. These facilities serve as key nodes for material handling, consolidation, and
transport, and are integral to understanding waste flows, diversion performance, and reporting
City of San Leandro
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requirements. The presence of these facilities adds a layer of operational and regulatory complexity,
requiring coordination with facility operators, franchised haulers, and regional partners to ensure
accurate data tracking, compliance with state mandates, and alignment with local diversion goals.
In recent years, the regulatory landscape governing solid waste management in California has grown
increasingly complex. Landmark legislation such as SB 1383 mandates significant reductions in
organic waste disposal and methane emissions, alongside expanded requirements for edible food
recovery, contamination monitoring, procurement, and reporting. These requirements have
increased the technical, administrative, and outreach demands placed on local jurisdictions.
The City currently administers a range of solid waste, recycling, and organics programs through its
franchised collection system, sanitary district coordination, post-collection agreements, and
regional partnerships. These programs include residential and commercial recycling services,
organics collection, construction and demolition debris diversion, and public education initiatives
designed to reduce contamination and improve participation. Given the dual-district service
structure and the presence of transfer station infrastructure, maintaining alignment in program
standards, messaging, data reporting, and compliance activities across all service areas is a key
priority.
As regulations evolve and community expectations increase, the City seeks to enhance program
effectiveness, ensure full compliance with state mandates, and identify innovative, data-driven
approaches to waste reduction and diversion. This includes strengthening collaboration with service
providers, facility operators, businesses, multi-family properties, and community stakeholders.
To support these efforts, the City of San Leandro is issuing this Request for Qualifications (RFQ) to
establish a pool of qualified consultants to provide on-call solid waste and diversion program
consulting services. The selected consultants will assist the City on an as-needed basis with a
variety of tasks, including regulatory compliance support, program planning and evaluation, data
management and reporting (including coordination with transfer station operations), stakeholder
engagement, contract and franchise support, and development of education and outreach
materials.
Through this RFQ, the City seeks firms with demonstrated expertise in California solid waste
regulations, experience working with municipalities operating within multi-jurisdictional or
infrastructure-rich environments, and the ability to deliver practical, cost-effective solutions
tailored to local conditions. The City values consultants who bring strong technical knowledge, clear
communication, and a collaborative approach to advancing its zero waste and sustainability goals.
III. PROJECT OVERVIEW AND OBJECTIVES
The Environmental Division of the City of San Leandro's Public Works Department intends to select
solid waste consulting firms who have experience in performing on-call tasks for similar cities in
Northern California. The selected firms will be maintained on the City's official list of qualified
consultants for a five-year period.
City of San Leandro
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IV. SCOPE OF SERVICES
The City of San Leandro is seeking qualified firms or teams to provide on-call solid waste and
diversion program consulting services. Selected consultants will support the City on an as-needed
basis across a range of technical, regulatory, planning, and outreach functions related to solid waste
management, recycling, organics diversion, and sustainability programs.
Due to the City's service structure-where approximately 60 percent of the community is served by
the City's sanitary district and 40 percent is served by the Oro Loma Sanitary District-as well as the
presence of two transfer stations within the City, consultants must be able to work collaboratively
across jurisdictions and with facility operators to ensure consistent program implementation,
accurate data reporting, and regulatory compliance.
The scope of services may include, but is not limited to, the following task areas:
1. Regulatory Compliance Support
* Assist with implementation and ongoing compliance with California solid waste regulations,
including SB 1383 and related laws.
* Develop, review, and update compliance documents such as ordinances, enforcement
protocols, procurement policies, and implementation plans.
* Provide CalRecycle compliance support including attending meetings with CalRecycle, and
responding to requests from the Jurisdiction and Agency Compliance and Enforcement
(JACE) team or the City's Local Assistance and Market Development (LAMD) representative.
* Support contamination monitoring programs, route reviews, and recordkeeping
requirements.
* Prepare and/or review annual reports and compliance documentation, including
coordination of data from transfer station facilities.
* Provide technical guidance on regulatory changes and emerging requirements.
2. Program Planning and Implementation
* Evaluate existing solid waste, recycling, and organics programs and recommend
improvements.
* Assist in developing frameworks to regulation implementation including frameworks for
Extended Producer Responsibility (EPR) programs.
* Assist in the design and rollout of new or enhanced diversion programs, including organics
collection, edible food recovery, and construction and demolition (C&D) debris programs.
* Develop strategic plans, zero waste plans, and long-term policy recommendations.
* Consider the role of transfer stations in supporting diversion goals and material recovery
when developing program strategies.
* Support pilot programs and innovative approaches to waste reduction and diversion.
City of San Leandro
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3. Data Management, Analysis, and Reporting
* Collect, analyze, and interpret data related to waste generation, diversion rates,
contamination levels, and program performance.
* Conduct solid waste related fee studies.
* Support the City's annual compliance reporting including submission of the annual
Electronic Annual Report, Disposal Modifications, and maintenance of the City's
Implementation Record.
* Coordinate with franchised haulers and transfer station operators to obtain accurate
tonnage, material flow, and disposal data.
* Develop tracking tools, dashboards, and reporting systems to support compliance and
decision-making.
* Assist with waste characterization studies and program evaluations.
* Ensure data consistency across the City and the adjacent sanitary district service areas.
4. Public Education and Outreach
* Develop and implement education and outreach strategies to increase program
participation and reduce contamination.
* Create culturally appropriate, multilingual outreach materials tailored to residents,
businesses, and multi-family properties.
* Support community engagement efforts, including workshops, presentations, and events.
* Assist with targeted outreach and technical assistance to regulated entities such as
commercial generators and edible food donors.
5. Stakeholder and Inter-Agency Coordination
* Facilitate coordination between the City, the Oro Loma Sanitary District, franchised haulers,
transfer station operators, and other regional partners.
* Support collaboration with Alameda County agencies and regional waste management
organizations.
* Assist with and/or lead stakeholder meetings, technical working groups, and inter-agency
planning efforts.
* Ensure alignment of programs, policies, and messaging across service areas and
infrastructure systems.
6. Franchise, Contract, and Procurement Support
* Assist with ongoing management of solid waste and recycling franchise agreements and
contracts including meeting with service providers, negotiating amendments (as needed),
reviewing program proposals, and monitoring contract compliance. Review rate structures,
service levels, and performance standards, including those related to facility operations
where applicable.
* Conduct billing audits and performance reviews as provided for in the City's franchise
agreement.
* Support annual review of rate adjustment applications from service providers.
City of San Leandro
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7. Inspection, Monitoring, and Enforcement Support
* Assist in the development and implementation of inspection and compliance monitoring
programs.
* Conduct or support site visits, route reviews, waste audits, and, where appropriate,
coordination with transfer station reporting and monitoring activities.
* Develop enforcement protocols, notices, and tracking systems.
* Modify municipal code for effective enforcement and compliance.
* Provide guidelines, training and tools for staff conducting inspections and enforcement
activities.
8. Specialized and As-Needed Services
* Provide subject matter expertise on emerging technologies, policies, and best practices in
solid waste management.
* Support grant writing, funding identification, and program financing strategies.
* Assist with climate action planning and greenhouse gas reduction strategies related to
waste diversion.
* Evaluate infrastructure-related opportunities, including improvements to material recovery
and transfer operations.
* Provide other related services as requested by the City on a project-specific basis.
General Expectations
* Consultants shall be able to manage multiple assignments concurrently and respond in a
timely manner to City requests.
* Deliverables may include technical memoranda, reports, presentations, outreach
materials, data tools, and other work products as defined in individual task orders.
* Consultants are expected to demonstrate familiarity with California regulatory requirements
and best practices, and to provide practical, implementable recommendations.
Project-Based Contracting
Solid waste on-call services will be on a project-by-project basis and will generally proceed as
detailed below.
1. Staff will forward a Request for Services to one or more of the qualified firms, including an outline
of the requested services and anticipated project-specific scope of work, and will attach a
project description, the project plans, and any prepared technical reports.
2. The qualified firm will then evaluate the request and will provide a project-specific Scope of
Work, Cost Estimate, and Project Schedule for the solid waste and diversion consulting services
requested.
3. The City will select from the firms' proposals, negotiate a schedule and not-to-exceed cost when
necessary, and will issue a Notice to Proceed to the selected consultant.
City of San Leandro
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4. Upon issuance of a Notice to Proceed, City staff will provide the selected consultant with the
supporting documents necessary to complete the work. Documents such as proposed plans,
studies, or other technical reports will be provided to the consultant in either print or electronic
form. The consultant will work with staff and project applicants to gather the necessary
information to ensure the work adequately addresses applicable regulatory, operational, and
programmatic requirements.
5. The selected consultant will complete solid waste on-call consulting as listed herein and in the
agreed-upon project-specific Scope of Work.
Compensation
1. All claims for payments shall be accompanied by a detailed invoice to include a progress report
documenting percentage of work completed per task.
2. All invoices shall include the purchase order number, the project number, and project address,
when applicable. For electronic files, invoices shall use agreed-upon file naming conventions.
Documents and File Sharing
1. All deliverables and work produced by the selected consultant(s), whether in hard copy or
electronic form, will become public record and the property of City.
2. For any PDF files, the consultant shall provide documents under 30 MB. For larger documents,
files shall be separated into separate files, into sections based on the content of the document.
3. Documents shall be properly formatted (e.g., indexed with tables of contents, paged, and
versioned or dated) to ensure that documents meet accessibility requirements and can be
published and made accessible for public comment, as needed, and ready for archival of the
administrative record.
4. The consultant shall provide editable files, including diagrams, tables, etc. as necessary
throughout the project and at project closure.
The City reserves the right to reasonably modify the Scope of Services as needed.
V. SUBMITTAL REQUIREMENTS
Submittals shall be organized, concise, and demonstrate the consultant's qualifications, relevant
experience, and ability to perform the requested services.
1. Cover Letter
Provide a cover letter signed by an authorized representative of the firm that includes:
* A brief summary of the firm's interest and qualifications for this RFQ
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* Identification of the primary contact person, including name, title, address, phone number,
and email
* A statement confirming the firm's ability to enter into the City's Standard Consulting Services
Agreement (Attachment A), including acknowledgment of insurance and indemnification
requirements
* A statement certifying that the information contained in the Statement of Qualifications
(SOQ) is accurate and complete
2. Firm Profile and Team Qualifications
Provide an overview of the firm and proposed team, including:
* Firm name, address, and year established
* Description of the firm's core services and areas of expertise
* Identification of any subconsultants and their roles
* Organizational structure of the proposed team
* Experience working with California municipalities and/or multi-jurisdictional service
environments
* Office location(s) and availability to support the City
4. Relevant Experience
Provide descriptions of up to 5-7 representative projects completed within the past 10 years that
demonstrate the firm's qualifications. For each project include:
* Client name and contact information
* Project description and scope of services provided
* Project timeline and budget (if available)
* Specific relevance to this RFQ, including:
o Solid waste and diversion program support
o SB 1383 or regulatory compliance work
o Coordination with multiple jurisdictions or agencies
o Experience related to transfer stations, material flow analysis, or reporting (if
applicable)
* Role of key personnel involved
5. Project Understanding and Approach
Describe the firm's understanding of the City's needs and how the firm would approach providing
on-call services, including:
* Understanding of regulatory requirements, including SB 1383
* Approach to supporting a dual sanitary district service structure
* Approach to coordinating with franchised haulers, the sanitary districts, and transfer station
operators
* Strategies for ensuring consistency in program implementation, data reporting, and
compliance
* Ability to respond to multiple, concurrent task orders in a timely and cost-effective manner
City of San Leandro
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6. Cost Schedule
Provide a detailed schedule of hourly billing rates and reimbursable expenses, including:
* Hourly rates for all proposed personnel by classification including any annual adjustment
factors
* Identification of any markups for subconsultants
* Description of reimbursable expenses and billing practices
* Confirmation that rates will remain valid for a specified period (e.g., 2-3 years, if applicable)
7. References
Provide at least three (3) references, including:
* At least two (2) public agency clients within Northern California
* Contact name, title, agency, phone number, and email
* Brief description of services provided
8. Insurance Acknowledgement
Provide a signed acknowledgment confirming the firm's ability to meet the insurance requirements
in Attachment D - Insurance Acknowledgement.
9. Non-Collusion Affidavit
The Consultant declares, by signing and submitting a proposal, that the proposal is not made in the
interest of, or on behalf of, any undisclosed person, partnership, company, association,
organization, or corporation; that the proposal is genuine and not collusive or sham; that the
Consultant has not directly or indirectly induced or solicited any other Consultant to put in a false or
sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any
Consultant or anyone else to put in a sham proposal, or that anyone shall refrain from proposing;
that the Consultant has not in any manner, directly or indirectly, sought by agreement,
communication, or conference with anyone to fix the proposal price of the Consultant or any other
Consultant, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other
Consultant, or to secure any advantage against the public body awarding the contract of anyone
interested in the proposed contract; that all statements contained in the proposal are true; and,
further, that the Consultant has not, directly or indirectly, submitted his or her proposal price or any
breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid,
and will not pay, any fee to any corporation, partnership, company association, organization,
proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.
VI. SUBMITTAL INSTRUCTIONS
Submittals shall include all requirements stated in the Submittal Requirements listed above in
Section V. The submittal shall be digital qualifications packet generally consisting of a single PDF
file no more than 15MB. Files shall be properly organized to maintain legibility when printed , double-
sided, in black and white, on standard 8.5"x11" paper. Please do not submit or attach additional files
such as pre-prepared stock promotional or marketing materials, brochures, or fliers with your
City of San Leandro
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