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HomeMy WebLinkAboutRenton RFP - Addendum 1 - Attach A - Proposer Q&A Round 11 City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 Document Hauler Name and Comment City Response City Action Draft base contract [Republic Services] Republic Services submitted a number of proposed changes to the contract in the industry review period. While a few changes were made to the contract language, most of the answers said that the City was not making changes to the contract at this time. Will the City reconsider changes during this round of questions? Yes, the city reserves that it may consider clarifications to the RFP, draft base contract, and other attachments during these and subsequent proposer questions. However, the specific revisions requested during Industry Review regarding insurance details and compensation adjustment will not be further considered until an RFP finalist is selected for the final contract negotiation process. None RFP: Section 2 [FCC Environmental Services] Can the City provide any specialized equipment that the current hauler uses for collection (smaller trucks, etc.) As noted in the Industry Review response, the current contractor uses a limited access (LAV) truck to service approximately 150 customers. None RFP: Section 2 [FCC Environmental Services] Can the City please provide what fuel type is used for the current collection vehicles? The current contractor primarily uses natural gas for most route trucks. None RFP: Section 2 [FCC Environmental Services] Can the City please specify how food scraps containers are collected currently? Is this allowed to be comingled with compost collection vehicles? Yes, food scraps are commingled with yard debris as part of commingled compostables collection from all customer sectors. None RFP: Section 2 [FCC Environmental Services] Could the City please provide if there is any franchise fee currently charged by the incumbent? If that is the case, what percentage is charged? No, there is no franchise fee under the current or future contract. Under the current contract, the contractor collects customer revenue on behalf of the city and passes that revenue to the city. The city then pays the contractor monthly for the services performed. Under the future contract, the city will collect customer revenue directly and will pay the contractor for services performed. None City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 2 Document Hauler Name and Comment City Response City Action RFP: Section 3.2 Page 4 [Cedar Grove] Is it correct that the only containers NOT transferred from the current contractor to the new contractor are the Compacted Detachable Containers & Compacted Drop - Boxes? All non-compacted containers currently in service that are not owned by customers will be transferred to the next contractor. All containers held at the current contractor's operations yard will remain the property of the current contractor. None RFP: Section 3.2 Page 4 [Cedar Grove] Do we assume that all commercial and multifamily garbage, recycling and organics containers (other than compacted detachable containers and compacted drop-boxes) will be transferred to the new contractor? All non-compacted commercial and multifamily containers currently in service that are not owned by customers will be transferred to the next contractor. All containers held at the current contractor's operations yard will remain the property of the current contractor. None RFP: Section 5.F.2 [FCC Environmental Services] Can the City provide any clarification in regards to customer service pertaining to the number of calls/inquiries received by day on average? If possible, can the City provide this number broken down by mode of communication (email, phone, text, website alert, app, etc.) In recent monthly reporting, the current contractor has reported approximately 1,600 customer inquiries per month with approximately 1,200 by phone and 400 online. Approximately 350 per month of the recent inquiries were billing related, and a majority of these might be handled by the city in the future, when billing is provided by the city. None RFP: Section 5.G.1 [FCC Environmental Services] Can the City please provide further details/information as to additional items in recycling carts that the incumbent currently collects? Items collected and recycled by the current contractor are listed on the current contractor’s service webpage at https://www.republicservices.com/municipality/renton- wa None Proposal Price Form: Cell B16, Cell B18 [Cedar Grove] Why is the count of container for Single Family Recycling and Single Family composting using the customer totals rather than container totals per the customer & containers worksheet? The container counts and household counts are both good representations for the volume of single-family recycling or compostables services. Container counts and household counts are nearly identical, with variance under 1% for both services, when households with multiple containers are incorporated. The city chose to use household counts with the additional containers. None City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 3 Document Hauler Name and Comment City Response City Action Proposal Price Form: Cell B16, Cell B18 [Cedar Grove] Can we obtain the annual or monthly quantities of the misc. fees If not, can the annual revenue dollars of these items be provided? Yes This information has been provided in Addendum 1 Attachment E under the new "Miscellaneous Fees" tab. Proposal Price Form [Cedar Grove] What city of Renton, King County, or Washington State taxes or fees should be included in the proposed rates? See RFP section I.1. None Proposal Price Form [Cedar Grove] Why is the rate for multi-family & commercial recyclables embedded into the mult-family & commercial garbage rates as this is inconsistent with the segregation of these rates for single family customers? The city is supportive of potential separate contractor payments for multifamily and/or commercial recycling services, to reduce potential city tax overpayments. However, the city identified significant challenges in supporting efficient service deployment, accurate invoice review, and effective retail rate setting if these payments were separated while likely still embedded in city retail rates. These risks are much less significant with single-family services. The city is open to proposer variations or final negotiations that result in an effective separate payment approach for commercial and/or multifamily recycling services. None Proposal Price Form [FCC Environmental Services] Can the City please clarify as to why the number of units for Every Other Week Garbage, Every Other Week Recycling, and Weekly Compost are different? These customer variances are less than 1% and could reflect a few single-family customers that do not require their own recycling and/or compostables carts, due to shared or unneeded services. The city does not have further specifics. None Proposal Price Form [FCC Environmental Services] For temporary services and permanent drop-box services, should proposed rates be inclusive of disposal/processing costs? Or should this reflect the haul charge and any applicable disposal/processing costs would act as a pass through to the customer? Please refer to RFP Section 5.I.1. The proposed garbage rates for all cart, detachable container, and drop box services only include hauling or collection costs to be paid by the city to the contractor. The proposed garbage service rates do not include disposal costs, which are paid directly by the city. The only exception are bulky services where the relevant disposal or processing is paid by the contractor. None City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 4 Document Hauler Name and Comment City Response City Action Current Services Data: Cust & Cont Counts worksheets [Cedar Grove] The formula for cells G37 to G46 is incorrect, should be for cells E37 to F46 Yes, these cells contained a formula error. RFP Attachment E: Current Services Data has been revised with corrected formulas. Revised data appear in red on Addendum 1 Attachment E. Current Services Data: Cust & Cont Counts worksheets [Cedar Grove] The number of Wkly Single Family Garbage customers (premium customers) is provided in cells C4 - C11, but how many and what type of containers do these customers have? Of the current single-family customers with weekly garbage collection, one has an extra 32-gallon cart, two have an additional 64-gallon cart, and fourteen have an additional 96-gallon cart. None Current Services Data: Cust & Cont Counts worksheets [Cedar Grove] Unable to reconcile the summary MF & commercial totals in rows 26- 29 to the detail customer information provided in rows 31 thru 104 on this same worksheet These totals will not match exactly due to some multifamily and commercial customers having multiple containers and container sizes. None Current Services Data: Cust & Cont Counts worksheets [Cedar Grove] Are the temporary containers in rows 92-104 excluded from summary MF & commercial customer totals in rows 26-29? No. Temporary container customers are included in the customer summaries on rows 26-29. None Current Services Data: Cust & Cont Counts worksheets [Cedar Grove] What does the term "vacant" mean? "Vacant" refers to customers on temporary hold due to extended vacation or other vacancy. None City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 5 Document Hauler Name and Comment City Response City Action Current Services Data: Cust & Cont Counts worksheets [FCC Environmental Services] Can the City provide the current number of food scraps containers in service? Food scraps and yard debris are set out and collected as a single commingled organics waste stream. These commingled containers are listed as “organics” in the Current Services Data attachment. None Current Services Data: Cust & Cont Counts worksheets [FCC Environmental Services] According to the table describing customer and container counts for Single Family units, when removing the vacant total, it appears that there are 476 extra containers. Can the City please confirm that these containers would be paid at the additional rate/unit of $4.20/month as outlined in the pricing form? No, the $4.20 fee on the price form is the per unit payment for each 32-gallon unit of extra garbage set out by customers next to or on top of their garbage cart. For the actual cart collection, the contractor will be paid for each serviced cart based on the monthly fee proposed in the green cells of the price form (with any final price adjustments during negotiations). None Current Services Data [FCC Environmental Services] The table for MF & Comm Organics/Recycle seem to only provide the customer and container counts for either designation but does not include frequency of service for these services. Can the City please provide the frequency of collection for each container type similar to that provided for garbage? Multifamily and commercial compostables are currently serviced weekly. Multifamily and commercial recycling services are mostly collected weekly, with some serviced more often. None Current Services Data [FCC Environmental Services] Can the City please confirm that all customers/containers outlined for MF, Comm, and Recycle Drop Box Hauls are included as part of the franchise agreement? Do these totals include open- market customers that are unique to the incumbent and will not be included within the franchise agreement? If so, can the City please provide a detailed breakdown of only those customers/containers included? 1. Please note that this is a service contract not a franchise agreement. 2.The service totals provided are for contract services, including contact-provided recycling services. Open market services are also delivered in Renton and are not included in the Current Services Data attachment. None City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 6 Document Hauler Name and Comment City Response City Action Current Services Data [FCC Environmental Services] Can the City please clarify as to what the Total column for Recycle under Table: MF & Comm Organics/Recycle is calculating? These numbers do not coincide with the total number of containers as the Organics Carts and MF & Comm Garbage Carts do. Yes These worksheets have been revised to correct the formula error. Corrected figures are provided in Addendum 1 – Attachment E. Revised Current Services Data. Current Services Data [FCC Environmental Services] Can the City please confirm that temporary Non- compacted drop-box hauls are included under the franchise agreement and not subject to open market? 1. Please note that this is a service contract not a franchise agreement. 2. Yes, temporary garbage drop boxes are serviced under the contract. Drop box services for construction waste or recyclables are not required to be under this contract. None Current Services Data [FCC Environmental Services] Can the City please confirm that the Recycle drop-box hauls described are included under the franchise agreement and not subject to open market? 1. Please note that this is a service contract not a franchise agreement. 2. The recycling drop box hauls listed in the Current Services Data attachment are performed under the current contract. Open market recycling services are also provided in Renton and not listed in the Current Services Data attachment None Current Services Data [FCC Environmental Services] Can the City please confirm that all containers outlined within Attachment D: Current Services Data will remain in place for the upcoming agreement and able to be used by the awarded proposer? Yes, all currently serviced non-compacted containers will remain in place for the new contract. Compacted containers are provided by customers outside of the contract. None Draft Base Contract: Section 4.13 [FCC Environmental Services] Can the City please confirm that single family and multi- family/commercial carts may be serviced together with the same collection equipment so long as material types (garbage, recycling, compost) remain separated? Yes, customer sectors for the same waste stream can be mixed on the same route, as long as the contractor can meet reporting requirements to provide monthly tons per sector. None City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 7 Document Hauler Name and Comment City Response City Action Draft Base Contract: Section 4.13 [FCC Environmental Services] Can the City please confirm that multifamily and commercial detachable containers may be serviced together with the same vehicle? Yes, customer sectors for the same waste stream can be mixed on the same route, as long as the contractor can meet reporting requirements to provide monthly tons per sector. None Draft Base Contract: Section 4.4 [FCC Environmental Services] Can the City please confirm that the collection hours of 7:00 a.m. - 5:00 p.m. for single family and 5:00 a.m. – 5:00 p.m. for commercial customers pertains only to the collection services themselves? Meaning that a proposers vehicles could finish collection by 5:00 p.m. and still be allowed to travel to necessary disposal locations and home facility without penalty? Yes, the hour limits refer to the times on the route and do not include travel time to and from the routes. None Draft Base Contract: Section 6.5 [FCC Environmental Services] Can the City please provide the number of customer leased drop-box container compactors? Are these leased through the incumbent or through the City directly? Total compacted containers in service are represented in Addendum 1 - Attachment E. Current Services Data. All compacted containers are leased to the customer outside of the contracted services. Compacted containers and compactors are not leased from the city or contractor. None Draft Base Contract: Section 4.12 [FCC Environmental Services] Can the City please provide the current contamination system/technology that the incumbent utilizes on their equipment? The current contractor manually observes contamination during collection. None Draft Base Contract: Section 4.20 [FCC Environmental Services] Can the City please provide further detail as to what is expected in regard to the relabeling of containers within 120 days of commencement? The city expects all containers to have labels reflecting the new services, instructions, and contact information within 120 calendar days of the date of commencement of services. None Draft Base Contract: Section 4.20 [FCC Environmental Services] Can the City please provide the number of containers that do not currently align with the container color requirements described in section 6.7 that The city is not aware of any single-family residential carts that do not match the color requirements specified for base proposals. However, the new contractor will still need to identify any residential containers that do None City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 8 Document Hauler Name and Comment City Response City Action would need to be swapped? not match and swap them out. Furthermore, the base specifications require that the contractor swap out all approximately 500 multifamily and commercial garbage carts and all approximately 100 multifamily and commercial compostables carts. The RFP Section 3.3 on Alternative Prices provides an overview of the base and alternative cart transitions. Draft Base Contract: Section 6.4 [FCC Environmental Services] Can the City please provide the number of wildlife- resistant carts that are currently in service? Wildlife-resistant carts are not offered under the current service contract. None Draft Base Contract: Section 7.1 [FCC Environmental Services] Can the City please provide the number of instances in which the incumbent has charged for materials that lift the cart lid six inches or more from the closed position by month for the past 2 years? No. The city does not have data on how many extra units charges were due to overflow on top of carts as opposed to extra units set out next to carts. None Draft Base Contract: Section 11.4 [FCC Environmental Services] Can the City please specify on the public sidewalk container maps which also include recycling? The city currently has no public recycling sidewalk containers. None Draft Base Contract: Section 11.4 [FCC Environmental Services] Can the City please specify the number of containers that are in need of replacement for the rigid plastic liners currently? No. The city expects the current contractor to maintain the public sidewalk container liners. The city does not have data on the condition of current liners. None Draft Base Contract: Section 12.9 [FCC Environmental Services] Can the City please provide the average number of customer service holds by month? Vacancy holds are represented by the “vacant” totals provided in the customer counts of the Current Services Data attachment. None City of Renton RFP for Solid Waste Services Addendum 1 – Attachment A. Proposer Q&A Round 1 9 Document Hauler Name and Comment City Response City Action Draft Base Contract: Section 16.1 [FCC Environmental Services] Can the City please provide the amount of performance fees applied to the incumbent by month for the past 2 years? Over the past two years, the city assessed the contractor $6,500 in performance fees. The fees were assessed in November 2023. None N/A [Recology] Would the City prefer renewable diesel, RNG, or would the City prefer a combination of both? The Renton RFP does not have a preference for renewable fuel type. The city will evaluate the potential environmental benefits and impacts of proposed fleet and fuel based on proposal details and additional city research, as needed. None N/A [Cedar Grove] Can the monthly material density by Customer type and Waste stream be provided? If not, can the annual material density by customer type and waste stream be provided? The city does not have this information. None N/A [Cedar Grove] Can the set-out rate or percentage for Carts and containers be provided by the Customer type and waste stream? The city does not have this information. None N/A [Cedar Grove] What is the percentage or number of carts & containers that are swapped out annually? The city does not have this information. None