For Operation of the City's Special Waste Collection Center

Agency:	City of Elk Grove
State:	California
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Feb 16, 2024
Due:	Mar 5, 2024
Publication URL:	To access bid details, please log in.

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Request for Proposals

For Operation of the City’s

Special Waste Collection Center

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, California 95758

Proposals Due by 9:00a.m., March 5, 2024

SECTION 1: Overview

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Consultants for

operation and management of the Special Waste Collection Center in accordance with

the included specifications, terms, and conditions shown in this Request for Proposals

(RFP). Prospective respondents are advised to read this information over carefully prior

to submitting a proposal.

Written Submissions:

One signed original, four (4) copies, and one USB Flash Drive copy of the proposals must

be submitted to the Office of the City Clerk by 9:00 a.m. on Tuesday, March 5, 2024.

Proposal shall be submitted in a sealed envelope clearly marked “RFP for Operation and

Management of the Special Waste Collection Center” and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submission:

As an alternative to written proposals, proposals may be submitted electronically in pdf

form, and emailed to City Clerk Jason Lindgren at jlindgren@elkgrovecity.org, with a copy

to Kimberly Taylor, Recycling and Waste Manager, ktaylor@elkgrovecity.org ), prior to the

deadline stated above. Submittals in pdf format must be fully ADA compliant. Large files

may be sent using a cloud-based system such as Dropbox. Consultants shall be

responsible for ensuring that proposals submitted electronically are received by the City

Clerk prior to the deadline. Proposals that are not received prior to the deadline shall not

be considered by the City, even if the late submission is due to a technical or other error,

including, without limitation, the City's inability to open or access the electronic file. If the

proposing Consultant does not receive a confirmation from the City Clerk that the

proposal has been received, Consultant should assume the transmission failed and either

resubmit or arrange for another method of delivery. Consultants are also encouraged to

contact the City Clerk to confirm receipt of their proposal prior to the deadline. Proposals

shall not be accepted by fax.

Questions regarding this RFP are to be directed by e-mail to: Kimberly Taylor, Recycling

and Waste Manager, ktaylor@elkgrovecity.org with a copy to Natalie Machado,

Administrative Analyst, nmachado@elkgrovecity.org . Such contact shall be for

clarification purposes only. The City must receive all questions no later than 9:00 a.m.,

February 20, 2024. Material changes, if any, to the scope of services or proposal

procedures shall only be transmitted by written addendum and posted to the City website.

Addendums and answers to submitted questions will be available via the City of Elk Grove

website under “Notice” for the RFP announcement.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor shall late

proposals be opened. Each Consultant assumes responsibility for timely submission of

its proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Consultant

and received by the City Clerk prior to the final time and date for the receipt of proposals.

Once the deadline is past, Consultants are obligated to fulfill the terms of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, to reject any and all proposals, and to

call for new proposals, or dispense with the proposal process in accordance with the Elk

Grove Municipal Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and

Selection Criteria. A contract may be awarded to the responsible Consultant who best

meets the City’s needs by demonstrating the competence and professional qualifications

necessary for the satisfactory performance of the required services, and shall not

necessarily be based on the lowest priced proposal, except as otherwise provided by law,

taking into consideration adherence to the included specifications. A contract may be

awarded to the next responsible Consultant if the successful Consultant refuses or fails

to execute the contract. All Consultants that were not selected by the City shall be notified

in writing. Nothing herein shall obligate the City to award a contract to any responding

Consultant. Any contract awarded will be non-exclusive, and the City reserves the right

to seek services from other sources, in the City’s sole discretion.

Unless Consultant is a sole proprietorship, Consultant must be registered and in good

standing with the California Secretary of State within 14 days following notification of the

City’s intent to award a contract to Consultant and prior to execution of a final contract.

Failure to timely register with the Secretary of State may result in the City awarding the

contract to another Consultant. Additional information regarding the registration process

may be found on the Secretary of State’s website at: https://bizfileonline.sos.ca.gov/.

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all

information and materials provided in each submittal received is subject to disclosure

through a public records request pursuant to the California Public Records Act, or

otherwise as may be required by law. The City, in its sole discretion, may release any

submitted materials, regardless of whether such materials are marked by respondents as

confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that

do not comply with the strict requirements of this RFP, and the City reserves the right to

award a contract to a Consultant submitting any such non-compliant proposal, all in the

City’s sole discretion.

Security Access Policy:

The work to be completed under this RFP requires access to City facilities and therefore

is subject to the City’s Security Access Policy, which is attached to the City’s standard

contract (see Attachment B). The prospective Consultant, including its employees,

subcontractors, agents and anyone working on their behalf that will access City facilities,

must submit to a background check which shall include Live Scan electronic

fingerprinting. This background check must be completed before the Consultant will

receive a Notice to Proceed. The Elk Grove Police Department shall review the

background check and may deny access to any individual in its discretion as it deems

necessary for the security of City facilities and personnel. A contract shall not be awarded

to any Consultant that is unable to complete the scope of work as a result of denied

access under the City’s Security Access Policy.

Validity of Pricing:

Consultants are required to providea Cost Proposal including a Staffing Proposal and

Transportation and Disposal Rates as shown in Attachment B. No cost increases shall

be passed onto the City after the proposal has been submitted. No attempt shall be made

to tie any item or items contained in this RFP with any other business with the City; each

proposal must stand on its own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation

and information purposes only. No guarantee of quantities is given or implied by the City.

Consultant must furnish the City’s needs as they arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such

demonstrations are requested, the Consultant shall respond promptly and arrange a

demonstration at a convenient location. Failure to provide a demonstration as specified

by the City may result in rejection of a proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any proposals received and utilize

other available governmental contracts.

Qualification/Inspection:

Proposals will only be considered from Consultants normally engaged in providing the

types of services specified herein. By responding to this RFP, the Consultant consents

to the City’s right to inspect the Consultant’s facilities, personnel, and organization at any

time, or to take any other action necessary to determine Consultant’s ability to perform.

The City reserves the right to reject proposals where evidence or evaluation is determined

to indicate inability to perform. The City reserves the right to interview any or all

responding Consultants and/or to award a contract without conducting interviews.

Other Governmental Entities:

If the Consultant is awarded a contract as a result of this RFP, the Consultant shall, if the

Consultant has sufficient capacity, provide to other governmental agencies, so

requesting, the services awarded in accordance with the terms and conditions of the RFP.

Federal Requirements:

Should any portion of these services require the use of Federal funds, all Federal

requirements shall apply and all Consultants must consent to each certification and

assurance, which will be incorporated into the contract.

Piggybacking:

“Piggybacking” is a form of intergovernmental cooperative purchasing in which an entity

will be extended the same pricing and terms of a contract entered into by another entity.

Bidders are requested to indicate on the Bid if they will extend the pricing, terms and

conditions of an awarded contract, based on this bid, to other government agencies. If

the successful vendor agrees to this provision, participating agencies may enter into a

contract with the successful vendor for the purchase of the service and commodities

described herein based on the terms, conditions, prices, and percentages offered by the

successful vendor to the City. Minor changes in terms and conditions may be negotiated

by participating agencies during the term and following the award of the contract. Any

such contract shall be entirely independent and separate from the City and City shall have

no obligation relating to any third party contract.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment C . In

submitting proposals under these specifications, Consultants should take into account all

discounts, both trade and time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from a Consultant that

will give prompt and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution.

The City anticipates the contract to be for a term of three years with three one-year

extensions, at the option of the City. The City reserves the right to set the term for a

period deemed to be in the best interest of the City, and terminate the contract as set forth

therein.

Amendments:

If, in the course of the performance of the contract, Consultant or the City proposes

changes to the services provided, and informal consultation with the other party indicates

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For Operation of the City's Special Waste Collection Center

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