RFP Solid Waste Contracts Support Services

REQUEST FOR PROPOSALS
SOLID WASTE CONTRACTS SUPPORT SERVICES
City of Dublin
Proposals must be received by: Friday, August 14, at 5:00 p.m.
Michelle Sung, Environmental Technician
100 Civic Plaza
City of Dublin, CA 94568
Proposals will be evaluated on the following: a) responsiveness to the Request for Proposal questions, b)
experience of the firm, c) experience and qualifications of the assigned individuals and d) Satisfaction of previous
clients.

Request for Proposal
For
Solid Waste Contracts Support Services
Overview
The City of Dublin (City) is requesting proposals from qualified firms to conduct a performance review and a
compensation review of the City's franchise solid waste hauler, Amador Valley Industries (AVI) under its Collection
Service Agreement with the City. The selected firm will also provide as-needed technical assistance and program
support related to the Collection Service Agreement and post-collection waste processing agreements.
Project Description:
AVI provides collection services for solid waste, recyclable materials, and organic waste for the City of Dublin
under the Collection Service Agreement. The City also holds a post-collection agreement for organics processing
and solid waste disposal with Waste Management of Alameda County and an agreement for recyclables
processing with Alameda County Industries.
The City is seeking qualified firms to conduct a performance review and compensation review of AVI under its
Collection Service Agreement. The selected firm will also provide as-needed technical assistance and program
support for its solid waste agreements on an ongoing basis. This Solid Waste Contracts Support Services
Agreement will be established for a three-year term, with the option to extend it for up to two additional years.
Considerations:
The City seeks a qualified firm to provide ongoing professional solid waste contracts support services. The City
intends to select the most qualified firm to provide these services. The selected firm will perform services on a
"Time and Materials" basis. Below are the required and desired qualifications for the firm:
* The consultant shall demonstrate a proven history of conducting performance and compensation reviews
of franchise solid waste haulers in California.
* The consultant will have experience with public sector projects of similar nature and scope.
* Familiarity and experience with Alameda County and local solid waste contract support is highly desirable.
* The consultant shall demonstrate the ability to deliver solid waste technical assistance and
recommendations aligned with municipal best practices and state and local regulations including, but not
limited to, AB 939, AB 341, AB 1826, SB 1383, and SB 54.
Scope of Services

General Requirements
1. The consultant shall assign, at a minimum:
a. One principal consultant; and
b. One project manager or team lead to serve as primary points of contact for the City.
Performance Review and Compensation Review
To ensure compliance with the franchise agreement and applicable local and state regulations, the City seeks to
retain a qualified and experienced consultant to perform a performance review and compensation review of AVI.
Subtasks:
1. Kick-off Meeting. The consultant shall schedule a kick-off meeting with the City to review the approach
and schedule for the performance review and compensation review. In consultation with the City, the
consultant shall develop a workplan detailing a timeline for the performance review and compensation
review and detail the approach for each review. The reviews will commence once the City has approved
the workplan.
2. Meeting with City and AVI. After the initial kick-off meeting with the City, the consultant shall schedule a
meeting with the City and AVI to review the scope, data and access needs, and the schedule for the
performance review and compensation review.
3. Performance Review. In accordance with the requirements set forth in Section 27.06 of the City's
Collection Service Agreement, the performance review shall:
a. Cover AVI's operations as they relate to the provision of services in Dublin.
b. Verify that AVI has fulfilled operational obligations under the Collection Service Agreement.
c. Determine if AVI has met performance standards described in the Collection Service Agreement.
d. Provide recommendations for correcting inadequacies or noncompliance identified during the
performance review.
4. Compensation Review. In accordance with the requirements set forth in Section 27.07 of the City's
Collection Service Agreement, the compensation review shall:
a. Cover the rate period beginning July 1, 2025 through June 30, 2026, to establish rates for the
period beginning July 1, 2027.
b. Review AVI's actual eligible costs and revenue during the July 1, 2025 rate period.
c. Be used to adjust the estimated costs used to calculate rates and include an adjustment to ensure
that AVI's compensation is and will be consistent with an operating ratio not greater than 90%.
5. Coordination with City and AVI. The consultant will schedule periodic meetings with City staff to discuss
the status of the performance review and compensation review. The consultant may coordinate with City
and AVI outside of regularly scheduled meetings, as needed, to discuss data requests and logistical
matters.
6. Report Findings. The consultant shall summarize the findings of the performance review and the
compensation review in two separate reports to the City. The consultant shall schedule at least one
meeting with the City to discuss the preliminary report findings of each review. The need for any additional
meetings will depend on the extent of the comments from the City and types and extent of performance
issues identified. The consultant shall prepare and submit a final report that incorporates City comments

and schedule a meeting with AVI to review. The consultant and City shall meet to make any additional
changes to the final reports following the meeting with AVI.
7. Staff Report and Presentation. It is anticipated that the reviews will be brought to City Council for
consideration. The consultant shall assist City staff in development of a staff report(s) and PowerPoint
presentation(s)of the reviews and may be expected to attend a City Council meeting.
As-Needed Solid Waste Contract Support and Technical Assistance Services
The selected consultant may also provide technical services associated with monitoring, analyzing, and otherwise
providing input on the City's solid waste agreements on an as-needed basis. The cost of developing a scope of
work and budget for a particular as-need service shall be included in the consultant's cost of doing business and
the City will not be responsible for any costs associated with preparing it.
Services may include, but are not limited to, the following:
1. Assistance with annual rate setting process.
2. Assistance with review and analysis of diversion program effectiveness.
3. Assistance with reviewing compliance with applicable state and local solid waste and recycling mandates.
4. Develop reporting templates and review reports.
5. Assist with plan preparation for emergency services and/or climate and disaster response planning as it
relates to the City's solid waste contracts.
6. Analyze the impact of California Air Resources Board Advanced Clean Fleet Regulations on the City's solid
waste service providers.
Performance Measures
1. Responsiveness and Timeliness:
a. Consultant must adhere to the highest ethical standards in all interactions with clients,
colleagues, and stakeholders.
b. Consultant shall acknowledge City communications within two (2) business days.
i. If the assigned staff is unavailable, the consultant shall provide an alternate point of
contact.
c. Complete assigned tasks in accordance with schedules established in the project scope or task
order.
d. Meet project milestones and deadlines unless otherwise approved by the City.
e. Consultant shall notify the City as soon as reasonably practicable after becoming aware of a
schedule conflict or potential delay, and no later than three (3) business days prior to the affected
deadline whenever feasible.
f. Request schedule adjustments in advance when needed
g. Attend on-site meetings as requested by the City.
2. Quality of Deliverables:
a. Deliverables shall be complete, technically accurate, and consistent with City guidelines and
applicable standards.
b. Deliverables shall have minimal to no spelling, grammar errors, or typographical errors.

3. Budget Adherence:
a. Consultant shall adhere to the agreed-upon budget for each project.
b. Any significant deviations must be promptly communicated and justified.
4. Staffing Continuity
a. Key personnel shall not be reassigned without prior written approval.
b. Replacement personnel shall possess qualifications equal to or greater than those originally
proposed.
If the consultant is unable to meet the timelines or requirements established by the Public Works Department,
the City will provide written comments outlining the deficient deliverables and will, in good faith, meet and discuss
with the consultant regarding their performance to understand the circumstances and collaboratively identify a
resolution. If performance issues persist, and the City can reasonably demonstrate that such issues are due to the
consultant's actions or omissions, the City may, (i) temporarily withhold payment for the specific deliverables in
question until they are satisfactorily completed and accepted, or (ii) request that the consultant re-perform the
services at no additional cost. Repeated and material failure to meet agreed-upon performance measures, after
reasonable opportunity to cure and upon substantiated fault of the consultant, may constitute grounds for
termination for cause.
Process and General Conditions
1. Proposers shall submit one electronic copy to:
Michelle Sung
Environmental Technician
100 Civic Plaza
Dublin, CA 94568
es@dublin.ca.gov
Electronic copies shall be submitted by emailed PDF or via an emailed link to a ShareFile or FTP site. Hardcopies
will not be accepted.
2. Deadline for submitting the proposal is August 14, at 5:00 p.m. via email only to Michelle Sung at
es@dublin.ca.gov. Late submissions will not be accepted.
3. The City will not pay for any costs incurred in preparation and submission of the proposals or in
anticipation of a contract. The format of submittals is at the discretion of the Proposer. Each proposal
shall be limited to a maximum of 15 pages, single-sided, using minimum 12 point font size. Page limit
excludes a table of contents and resumes for consultant's team.
Schedule for RFP Process
Thursday, July 16 Request for Proposals posted to City website

Wednesday, July 29 Deadline to submit questions to City of Dublin
Wednesday, August 5 Addendum posted, if required
Friday, August 14 Proposals are due no later than 5:00 PM on August 14 to Michelle Sung at
es@dublin.ca.gov ONLY. Late submittals will not be accepted.
Friday, August 21 Interview firms (optional)
Tuesday, October 6 Consulting Services Agreement scheduled for approval by the Dublin City Council.
(Tentative dates, subject to change)
RFP Submittal Requirements
Please prepare and organize your Statement of Qualification based on the requirements provided below. Any
other information you would like to include should be placed in a separated section at the back of your Statement
of Qualification. Please note however that the RFP submittal is limited to 15 pages maximum single sided
(excluding resumes) in 12-point font. Page limit excludes a table of contents and resumes for consultant's team.
Interested firms are requested to submit one electronic copy of their Proposal as follows:
1. Enclose a cover letter not to exceed one page, describing the firm's interest and commitment to perform
work necessary to provide consulting services for a preliminary engineering study. The person authorized
by the firm to negotiate a contract with the City of Dublin shall sign the cover letter. Please include this
cover letter within document and not as a separate page.
2. State the qualifications and experience of the firm/individual(s). Please emphasize the specific
qualifications and experience with engagements of similar scope and complexity.
3. Provide at least three references (names and current phone numbers) from recent work (previous five
years) similar to the services outlined in this request for qualification. Please include a brief description of
the work performed and the role your firm performed.
4. List key staff members, including identification of the Principal-in-Charge and Project Manager/primary
point-of-contact. Include each team member's availability, including all existing committed hours, and
the ability of being able to complete the project in time and budget.
5. Provide an approach to completing this project, showing the flow of various tasks of the work and
demonstrating the clear understanding of the requested work.
6. Provide a project schedule.
7. Present proposed project budget, to include a compensation rate schedule for services.
8. Provide confirmation of your firm's ability to meet the City's Standard Consulting Agreement and
insurance requirements. Exceptions to the Agreement and insurance requirements shall be specifically

noted in the Proposal.
Please provide an electronic copy of your Proposal no later than Friday, August 14, 2026, by 5:00 p.m. The entire
Proposal (excluding resumes) should be a maximum of 15 pages. Submittals should be addressed as follows:
City of Dublin, Public Works Department
Attention: Michelle Sung, Environmental Technician
City of Dublin
100 Civic Plaza
Dublin, California 94568
es@dublin.ca.gov
Any Proposal submitted after the stated deadline will not be accepted for consideration.
Standard Consulting Agreement:
It is anticipated that the services covered by the Agreement resulting from this solicitation will be performed on
a time and materials fee basis for a specified scope of work. The term of the agreement is anticipated to begin
October 7, 2026.
A sample of the City's Standard Consulting Agreement (Agreement), including insurance requirements, is provided
as Attachment A.
If the interested firm desires to take exception to the Agreement and/or insurance requirements, the interested
firm shall clearly identify proposed changes to the Agreement and furnish the reason for these changes, which
shall be included in the qualification. Exceptions will be taken into consideration in evaluating Proposals.
Otherwise, the interested firm is to state in the proposal that the Agreement and insurance requirements are
acceptable.
Consideration for exceptions will not be considered if not included in the submitted proposal.
Conflict of Interest
Proposer agrees that, for the term of this contract, no member, officer or employee of the City of Dublin, or of a
public body within Alameda County or member or delegate to the Congress of the United States, during his/her
tenure or for one year thereafter, shall have any direct interest in the contracts or any direct or material benefit
arising therefrom.
Proposers must provide a list of any potential conflicts of interest in working for the City of Dublin. This must
include, but is not limited to, a list of your firm's clients who are the following: Private clients located or operating
within the City of Dublin limits, Dublin San Ramon Service District, US Army Camp Parks and/or the County of
Alameda, and a brief description of work for these clients. Proposers must also identify any other clients (including
public entities), that may pose a potential conflict of interest, as well as a brief description of work you provide to
these clients.
This list must include all potential conflicts of interest within the year prior to the release of this RFP as well as
current and future commitments to other projects.

Principals and those performing work for City of Dublin may be required to submit a California Fair Political
Practices Commission (FPPC) Form 700: Statement of Economic Interests documenting potential financial conflicts
of interest. For additional information, proposers should refer to the FPPC website at
http://www.fppc.ca.gov/Form700.html.
Equal Employment Opportunity
Proposer shall not, on the grounds of race, color, sex, age, religion, national origin, ancestry, physical handicap,
medical condition, or marital status either discriminate or permit discrimination against any employee or applicant
for employment in any manner prohibited by Federal, State or local laws. In the event of Proposer non-
compliance, the City of Dublin may cancel, terminate or suspend the Contract in whole or in part. Proposer may
also be declared ineligible for further contracts with the City of Dublin.
Proposer shall take affirmative action to ensure that applicants are employed, and that employees are treated
during their employment, without regard to their race, religion, color, 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. Proposer and its sub-consultants shall post in conspicuous places, available to
all employees and applicants for employment, a notice setting forth the following provisions [29 U.S.C. 623, 42
U.S.C. 2000, 42 U.S.C. 6102, 42 U.S.C. 12112, 42 U.S.C. 12132, 49 U.S.C. 5332, 29 CFR Part 1630, 41 CFR
Parts 60 et seq.].
Governing Law
This RFP summarizes the applicable laws and governance; when in conflict applicable State/Federal guidelines
shall apply. The contract and legal relations between the parties hereto shall be governed and construed in
accordance with the laws of the State of California.
Insurance Requirements
The Contractor shall provide insurance coverage as follows in conformance with the City of Dublin's requirements:
General Liability Insurance $1,000,000
Automobile Liability Insurance $1,000,000
Professional Liability Insurance $1,000,000
Workers' Compensation Insurance $1,000,000
References
Contractor must include three (3) references for which the company has provided services similar to those
described in this RFP. Reference information shall include: Name, Address, Contact, Title, Phone Number, and
Term of the Contract.
Review and Selection Process
The City reserves the right to make the selection based on its sole discretion. A subcommittee selected by City
Staff will evaluate proposals provided in response to this RFP. The subcommittee will use a forced ranking process

(please see Attachment B, Forced Ranking Rating Sheet, for further detail). Informal interviews may be conducted
by City staff, and may include more than one firm that has submitted a Proposal.
Based on input from this review process, a recommendation will be made to the City Manager. The City Manager
will make a recommendation to the City Council for award of contract services.
The City reserves the right to award a contract to the firm(s) that the City feels best meets the requirements of
the RFP. The City reserves the right to reject any and all Proposals prior to execution of the Agreement, with no
penalty to the City.
Selection of Consultant
Submitted Proposals will be evaluated and scored using the following criteria:
* Qualifications and specific experience of key project team members.
* Quality and completeness of the proposal.
* Experience with engagement of similar scope and complexity.
* Past performance and satisfaction of previous clients, including the City's prior direct experience with the
firm where applicable, based on factors such as timeliness, quality and completeness of deliverables,
communication, responsiveness, budget adherence, and staffing continuity.
* Cost of providing the consultant services for this project.

Attachment A
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
[NAME OF PROFESSIONAL CONSULTANT]
FOR
[NAME OF PROJECT]
THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and
__________________ ("Consultant") (together sometimes referred to as the "Parties") as of
____________, 20__ (the "Effective Date").
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on _______________, unless the term of the Agreement is otherwise terminated or
extended, as provided for in Section 8. The time provided to Consultant to complete the
services required by this Agreement shall not affect the City's right to terminate the
Agreement, as referenced in Section 8. Notwithstanding the foregoing this Agreement may
be extended on a month to month basis for up to 6 months upon the written consent of the
Consultant and the City Manager, provided that: a) sufficient funds have been appropriated
for such purchase, b) the price charged by the Consultant for the provision of the serves
described in Exhibit A does not increase. None of the foregoing shall affect the City's right
to terminate the Agreement as provided for in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Subsection 1.2 above and to satisfy Consultant's obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed
________________, notwithstanding any contrary indications that may be contained in Consultant's
Consulting Services Agreement between City of Dublin and [MM/DD/YYYY]
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