HomeMy WebLinkAboutContract 54817 CSC No.54817
CONSULTING SERVICES AGREEMENT
This CONSULTING SERVICES AGREEMENT ("Agreement") is made and entered into by and between
the CITY OF FORT WORTH(the"City"),a home rule municipal corporation situated in portions of Tarrant,
Parker,Denton, and Wise Counties, Texas, as executed by Valerie Washington, its duly authorized Assistant
City Manager, and Burns &McDonnell Engineering Company, Inc. ("Consultant"), a Missouri Corporation,
as executed by Scott Pasternak , its duly authorized Department Manager, each individually referred to as a
"party"and collectively referred to as the"parties."
CONTRACT DOCUMENTS:
The Contract documents shall include the following:
1. This Agreement for Consulting Services
2. Exhibit A—Scope of Services,Payment Schedule and Hourly Rates for Optional Services
All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes. In the
event of any conflict between the documents,the terms and conditions of this Consulting Services Agreement
shall control.
1. SCOPE OF SERVICES.
The Scope of Services represents an overall project by the City to 1) evaluate the performance of the
City's Solid Waste contractors and to provide a third-party perspective of the performance history of the these
contractors and their operational relationship with the City; 2) to prepare a Request for Proposals for the
procurement of the Solid Waste services and 3)to assist the City in the procurement process as identified in
the Tasks listed in Exhibit"A",attached and incorporated into this Agreement.
Consultant warrants that it will exercise reasonable skill, care and diligence in the performance of its
services and will carry out its responsibilities in accordance with customarily accepted professional practices
and applicable laws. Except for the express representations and warranties set forth hereinabove and otherwise
in this Agreement,Consultant does not make any other express or implied warranties or representations of any
kind whatsoever relating to this Agreement or the Services,including any implied warranty of merchantability
or fitness for a particular purpose.
2. TERM.
This Agreement shall commence upon the date of full execution("Effective Date")and shall continue
until the completion of Tasks in Exhibit "A", unless terminated earlier or extended in accordance with the
provisions of this Agreement or agreed upon by written amendment to this Agreement by both parties.
3. COMPENSATION.
The City shall pay Consultant an amount not to exceed$469,850 in accordance with the provisions of
this Agreement and the Payment Schedule shown in Exhibit "A," which is incorporated for all purposes
herein.Consultant shall not perform any additional services for the City not specified by this Agreement unless
the City requests and both parties approve in writing the additional scope,schedule,and costs for such services.
Either party may seek a change order for a change in scope schedule and costs related thereto,which must be
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
agreed upon by both parties by a written amendment to this Agreement. The City shall not be liable for any
additional expenses of Consultant not specified by this Agreement unless the City first approves such expenses
in writing.
4. TERMINATION.
4.1. Written Notice.
The City or Consultant may terminate this Agreement at any time and for any reason by
providing the other party with 30 days written notice of termination.
4.2 Non-appropriation of Funds.
In the event no funds or insufficient funds are appropriated by the City in any fiscal period for
any payments due hereunder,City will notify Consultant of such occurrence and this Agreement shall
terminate on the last day of the fiscal period for which appropriations were received without penalty
or expense to the City of any kind whatsoever,except as to the portions of the payments herein agreed
upon for which funds shall have been appropriated.
4.3 Duties and Obligations of the Parties.
In the event that this Agreement is terminated prior to the Expiration Date,the City shall pay
Consultant for services actually rendered up to the effective date of termination and Consultant shall
continue to provide the City with services requested by the City and in accordance with this Agreement
up to the effective date of termination.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
Consultant hereby warrants to the City that Consultant has made full disclosure in writing of any
existing conflicts of interest related to Consultant's services under this Agreement. In the event that any
conflicts of interest arise after the Effective Date of this Agreement, Consultant hereby agrees promptly to
make full disclosure to the City in writing upon its first knowledge of such conflict. Consultant, for itself and
its officers, agents and employees, further agrees that it shall treat all information provided to it by the City as
confidential and shall not disclose any such information to a third party without the prior written approval of
the City, except to the extent that such disclosure is required by applicable law or court order and then only
after prior notice to and consultation with the City. Consultant shall store and maintain City Information in a
secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Consultant shall notify the City promptly if the security or integrity of any City
information has been compromised or is believed to have been compromised.
6. RIGHT TO AUDIT.
Consultant agrees that the City shall, until the expiration of three (3)years after final payment under
this Agreement, have access to and the right to examine at reasonable times any directly pertinent books,
documents, papers and records of the Consultant involving transactions relating to this Agreement at no
additional cost to the City. Consultant agrees that the City shall have access during normal working hours to
all necessary Consultant facilities and shall be provided adequate and appropriate work space in order to
conduct audits in compliance with the provisions of this section. The City shall give Consultant at least five
(5)business days' advance notice of intended audits.
Consultant further agrees to include in all its subcontractor agreements hereunder a provision to the
effect that the subcontractor agrees that the City shall,until expiration of three(3)years after final payment of
the subcontract, have access to and the right to examine at reasonable times any directly pertinent books,
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documents, papers and records of such subcontractor involving transactions related to the subcontract, and
further that City shall have access during normal working hours to all subcontractor facilities and shall be
provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of
this paragraph. City shall give subcontractor reasonable notice of intended audits.
The audit rights conferred by this section shall not permit the City to access records related to the
pricing of fixed-price or lump sum amounts, the build-up of agreed rates or unit prices, or Consultant's
estimating records.
7. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that Consultant shall operate as an independent contractor as to
all rights and privileges granted herein, and not as agent, representative or employee of the City. Subject to
and in accordance with the conditions and provisions of this Agreement, Consultant shall have the exclusive
right to control the details of its operations and activities and be solely responsible for the acts and omissions
of its officers,agents, servants,employees,contractors and subcontractors. Consultant acknowledges that the
doctrine of respondeat superior shall not apply as between the City, its officers, agents, servants and
employees, and Consultant, its officers, agents, employees, servants, contractors and subcontractors.
Consultant further agrees that nothing herein shall be construed as the creation of a partnership or joint
enterprise between City and Consultant.
8. LIABILITY AND INDEMNIFICATION.
CONSULTANT SHALL RELEASE, DEFEND, INDEMNIFY AND HOLD HARMLESS
CITY AND ITS OFFICERS,AGENTS AND EMPLOYEES FROM AND AGAINST ALL DAMAGES,
CLAIMS, LOSSES, DEMANDS, SUITS, JUDGMENTS AND COSTS, INCLUDING REASONABLE
ATTORNEY'S FEES AND EXPENSES, FOR PERSONAL INJURIES (INCLUDING DEATH) AND
THIRD-PARTY PROPERTY DAMAGE TO THE EXTENT CAUSED BY THE NEGLIGENT ACT
OR OMISSION OF CONSULTANT, ITS OFFICERS, AGENTS, EMPLOYEES, OR
SUBCONTRACTORS IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT.THE
CONSULTANT SHALL NOT BE OBLIGATED OR LIABLE TO THE CITY FOR ANY CLAIM
ARISING IN CONNECTION WITH THIS AGREEMENT EXCEPT ITS OWN NEGLIGENCE THAT
IS THE FAULT OF THE CONSULTANT, AND/OR ITS AGENTS, EMPLOYEES, OR
SUBCONTRACTORS, OR OTHERS FOR WHOM CONSULTANT IS LEGALLY RESPONSIBLE.
NOTWITHSTANDING THE FOREGOING, CONSULTANT AGREES, TO THE FULLEST
EXTENT PERMITTED BY LAW, TO INDEMNIFY AND HOLD HARMLESS CITY AND ITS
OFFICERS, AGENTS AND EMPLOYEES AGAINST COSTS, DAMAGES, OR LOSSES,
INCLUDING REASONABLE ATTORNEYS'FEES AND EXPENSES,RESULTING FROM CLAIMS
BY THIRD PARTIES FOR PERSONAL INJURIES (INCLUDING DEATH) OR PROPERTY
DAMAGE TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OF
CONSULTANT, ITS OFFICERS, AGENTS, EMPLOYEES, OR SUBCONTRACTORS IN THE
PERFORMANCE OF PROFESSIONAL DESIGN AND ENGINEERING SERVICES UNDER THIS
AGREEMENT. CONSULTANT SHALL NOT BE OBLIGATED TO DEFEND OR INDEMNIFY
CITY AND ITS OFFICERS, AGENTS AND EMPLOYEES FOR THEIR RESPECTIVE
NEGLIGENCE OR WILLFUL MISCONDUCT.
9. ASSIGNMENT AND SUBCONTRACTING.
Consultant shall not assign or subcontract any of its duties,obligations or rights under this Agreement
without the prior written consent of the City. If the City grants consent to an assignment, the assignee shall
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execute a written agreement with the City and the Consultant under which the assignee agrees to be bound by
the duties and obligations of Consultant under this Agreement, and Consultant shall have no further liability
or obligations under the assigned portion of the Agreement. If the City grants consent to a subcontract, the
Consultant shall require such subcontractor to execute a written agreement with the Consultant referencing this
Agreement and requiring subcontractor to be bound by duties and obligations substantially similar to those of
the Consultant under this Agreement as such duties and obligations may apply to the subcontractor's scope of
services. The Consultant shall provide the City with a fully executed copy of any such subcontract upon
request,with any financial and proprietary information redacted.
10. INSURANCE.
Consultant shall provide the City with certificate(s)of insurance documenting policies of the following
coverage limits that are to be in effect prior to commencement of any services pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability
$1,000,000 Each Occurrence
$2,000,000 Aggregate
(b) Automobile Liability
$1,000,000 Each accident on a combined single limit basis or
$250,000 Bodily injury per person
$500,000 Bodily injury per occurrence
$100,000 Property damage
Coverage shall be on any vehicle used by the Consultant, its employees, agents,
representatives in the course of the providing services under this Agreement. "Any
vehicle"shall be any vehicle owned,hired and non-owned.
(c) Worker's Compensation
Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease-per each employee
$500,000 Disease-policy limit
This coverage may be written as follows:
Workers' Compensation and Employers' Liability coverage with limits consistent with
statutory benefits outlined in the Texas workers' Compensation Act(Art. 8308— 1.01 et seq.,
Tex. Rev. Civ. Stat.) and policy limits for Employers' Liability of $100,000 each
accident/occurrence,$500,000 bodily injury disease policy limit and$100,000 per disease per
employee.
(d) Professional Liability(Errors&Omissions)
$1,000,000 Each Claim Limit
$1,000,000 Aggregate Limit
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Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage shall be claims-made, and maintained for the duration of the contractual
agreement and for two(2)years following completion of services provided.An annual
certificate of insurance shall be submitted to the City to evidence coverage.
10.2 Certificates.
Certificates of Insurance evidencing that the Consultant has obtained all required
insurance shall be delivered to the City prior to Consultant proceeding with any services
pursuant to this Agreement. All policies except Workers' Compensation and Professional
Liability shall be endorsed to name the City as an additional insured thereon, as its interests
may appear. All policies except Professional Liability and Employer's Liability shall contain
a Waiver of Subrogation for the benefit of the City of Fort Worth.The term City shall include
its employees, officers, officials, agent, and volunteers in respect to the contracted services.
Any failure on the part of the City to request required insurance documentation shall not
constitute a waiver of the insurance requirement. A minimum of thirty (30) days' notice of
cancellation of coverage shall be provided to the City. Ten (10) days' notice shall be
acceptable in the event of non-payment of premium. Such terms shall be endorsed onto
Consultant's insurance policies.Notice shall be sent to the Risk Manager,City of Fort Worth,
1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the same
address.
10.3 Waiver of Subrogation for Property Insurance.
The City and Consultant waive all rights against each other and their officers,officials,
directors, agents, or employees for damage covered by builder's risk insurance during and
after the completion of Consultant's services. If the services result in a construction phase
related to the project, a provision similar to this shall be incorporated into all construction
contracts entered into by the City,and all construction contractors shall be required to provide
waivers of subrogation in favor of the City and Consultant for damage or liability covered by
any construction contractor's policy of property insurance, including builder's risk provided
by such contractor,if applicable.
11. COMPLIANCE WITH LAWS,ORDINANCES,RULES AND REGULATIONS.
Consultant agrees to comply with all applicable federal, state and local laws, ordinances, rules and
regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or regulations,
Consultant shall promptly desist from and correct the violation.
12. NON-DISCRIMINATION COVENANT.
Consultant, for itself, its personal representatives, assigns, subcontractors and successors in interest,
as part of the consideration herein, agrees that in the performance of Consultant's duties and obligations
hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals
on any basis prohibited by law.
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13. NOTICES.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have
been delivered when (1)hand-delivered to the other party, its agents, employees, servants or representatives,
(2) delivered by facsimile with electronic confirmation of the transmission, or(3)received by the other party
by United States Mail,registered,return receipt requested,addressed as follows:
To The CITY: To CONSULTANT:
City of Fort Worth Burns&McDonnell Engineering Company,Inc.
Attn: Valerie Washington Scott Pasternak
200 Texas Street 8911 N Capital of Texas
Fort Worth TX 76102-6311 Suite 3100
Facsimile: (817)392-8654 Austin,TX 78759
Facsimile: (512)329-2707
14. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement,the City does not waive or surrender
any of its governmental powers.
15. NO WAIVER.
The failure of the City or Consultant to insist upon the performance of any term or provision of this
Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or Consultant's
respective right to insist upon appropriate performance or to assert any such right on any future occasion.
16. GOVERNING LAW/VENUE.
This Agreement shall be construed in accordance with the internal laws of the State of Texas. If any
action,whether real or asserted, at law or in equity, is brought on the basis of this Agreement,venue for such
action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the
Northern District of Texas,Fort Worth Division.
17. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal or unenforceable,the validity,legality
and enforceability of the remaining provisions shall not in any way be affected or impaired.
18. FORCE MAJEURE.
The City and Consultant shall exercise their best efforts to meet their respective duties and obligations
as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to
force majeure or other causes beyond their reasonable control (force majeure), including, but not limited to,
compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires,
strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority,
transportation problems and/or any other similar causes.
19. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference purposes only and shall not be deemed a
part of this Agreement.
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20. REVIEW OF COUNSEL.
The parties acknowledge that each party and its counsel have reviewed and revised this Agreement
and that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting
party shall not be employed in the interpretation of this Agreement or exhibits hereto.
21. AMENDMENTS/MODIFICATIONS/EXTENSIONS.
No extension, modification or amendment of this Agreement shall be binding upon a party hereto
unless such extension, modification, or amendment is set forth in a written instrument, which is executed by
an authorized representative and delivered on behalf of such party.
22. ENTIRETY OF AGREEMENT.
This Agreement contains all of the covenants, statements, representations and promises agreed to by
the parties. To the extent of any conflict,this Agreement supersedes the terms,conditions,and representations
set forth in the City's Request for Proposals, Consultant's Proposal and revised cost. No agent of either party
has authority to make, and the parties shall not be bound by, nor liable for, any covenant, statement,
representation or promise not set forth herein. The parties may amend this Agreement only by a written
amendment executed by both parties.
23. SIGNATURE AUTHORITY.
The person signing this agreement hereby warrants that he/she has the legal authority to execute this
agreement on behalf of the respective party, and that such binding authority has been granted by proper order,
resolution, ordinance or other authorization of the entity. The other party is fully entitled to rely on this
warranty and representation in entering into this Agreement.
24. LIMITATION OF LIABILITY.
NEITHER THE CITY NOR CONSULTANT SHALL BE LIABLE TO THE OTHER FOR ANY
INDIRECT, SPECIAL, EXEMPLARY OR CONSEQUENTIAL DAMAGES INCLUDING,
WITHOUT LIMITATION, LOSS OF PROFITS OR REVENUE,LOSS OF PRODUCTION, COSTS
OF CAPITAL NON-OPERATION OR INCREASED EXPENSE OF OPERATION OF OTHER
EQUIPMENT OR SYSTEMS, INJURED REPUTATION, COSTS OF SUBSTITUTE EQUIPMENT,
FACILITIES OR SERVICES, DOWNTIME COSTS, OR CLAIMS BY CUSTOMERS, WHETHER
LIABILITY IS BASED ON CONTRAT, WARRANTTY, NEGLIGENCE, STRICT LIABILITY OR
OTHERWISE. SUCH WAIVER SHALL NOT INCLUDE PENALTIES ENFORCED BY
GOVERNMENTAL OR REGULATORY AGENCIES WITH JURISDICTION, SUCH AS THE
TEXAS COMMISSION ON ENVIRONMENTAL QUALITY (TCEQ), TO THE EXTENT CAUSED
BY CONSULTANT'S NEGLIGENT PERFORMANCE OF SERVICES UNDER THIS AGREEMENT.
TO THE FULLEST EXTENT PERMITTED BY LAW, AND NOTWITHSTANDING ANY OTHER
PROVISION OF THIS AGREEMENT, THE TOTAL LIABILITY, IN THE AGGREGATE, OF
CONSULTANT, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND
SUBCONSULTANTS, OR ANY OF THEM, TO THE CITY AND ANYONE CLAIMING BY,
THROUGH OR UNDER THE CITY, FOR ANY AND ALL CLAIMS, LOSSES, LIABILITIES,
COSTS OR DAMAGES WHATSOEVER ARISING OUT OF,RESULTING FROM OR IN ANY WAY
RELATED TO THE SERVICES OR THIS AGREEMENT FROM ANY CAUSE INCLUDING, BUT
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NOT LIMITED TO, THE NEGLIGENCE, PROFESSIONAL ERRORS OR OMISSIONS, STRICT
LIABILITY, BREACH OF CONTRACT, OR WARRANTY (EXPRESS OR IMPLIED) OF
CONSULTANT,ITS OFFICERS,DIRECTORS,EMPLOYEES,AGENTS OR SUBCONSULTANTS,
OR ANY OF THEM, SHALL NOT EXCEED ONE MILLION DOLLARS ($1,000,000). THE
PARTIES AGREE THAT SPECIFIC CONSIDERATION HAS BEEN GIVEN BY THE
CONSULTANT FOR THIS LIMITATION AND THAT IT IS DEEMED ADEQUATE.
IN WITNESS WHEREOF,the parties hereto have executed this Agreement in multiples this day
of ,2020.
CITY OF FORT WORTH
UKW't-
Valerie Washington(Nov 9,202020:06 CST)
Valerie Washington
Assistant City Manager
APPROVAL RECOMMENDED:
RobertS~U"-
Robert Smouse(Nov 8,202018:39 CST)
Robert Smouse
Assistant Director,Code Compliance Department
4d�oonpti
ATTEST: a F�°°°ORp�B�
a O °°.' �'
° °�9 d0
aluU � u
Mary Kayser a�a�
City Secretary inn nex oo.
Date: Nov 10, 2020
APPROVED AS TO FORM AND LEGALITY:
Chris--a R. 1_=-Reynolds
Christa R.Lopez-Reynolds(Nov 9,202014:03 CST)
Christa R.Lopez-Reynolds
Sr.Assistant City Attorney
M&C No.:
Contract Compliance Manager:
By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract,
including ensuring all performance and reporting requirements.
CLIy&a#fZewm
Christian Harper(Nov 6,20 10:56 CST)
Name of Employee OFFICIAL RECORD
Contract Services Administrator CITY SECRETARY
Title FT.WORTH, TX
Page 8 of 8
SIGNATURE PAGE FOR
CONSTULTANT CONTRACT
BURNS &MCDONNELL ENGINEERING
ENGINEERING COMPANY,INC.
Steve Hoffine
Principal
Date: Nov 5, 2020
WITNESS:
By:scott Pasternak(Nov 6,202010:53 CsTO)
Print:
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Page 8 of 8
EXHIBIT A
City of Fort Worth: Solid Waste & Recycling Procurement Consulting
This proposal is for Burns&McDonnell to assist the City of Fort Worth(City)with solid waste and recycling
consulting services focused on the preparation for the procurement of the following contracts:
► Residential collection
Recycling processing'
i Cart purchase and maintenance
i Drop-off station hauling
i Mulch/compost operations
This procurement will build from prior engagements completed by our proposed project team,which included
reviews of select solid waste and recycling contracts in 2012 and 2020,as well as the conduct of a recycling
processing procurement process in 2017. This proposal includes our scope of work,schedule and fee.
Scope of Work
Task 1: Project Initiation & Management
TASK IA: INITIAL DATA REOUFI-T & REVIEW
Following receipt of the Notice to Proceed,Burns&McDonnell will provide the City with a detailed initial data
request that will encompass data needs for completing the project. The data request will itemize our needs for
understanding the operational,technical,contractual and financial considerations that must be addressed. Since we
have recently completed several related projects for the City,we expect that our data needs will be relatively
streamlined for this project but may include updated versions of data previously received.This task also includes
organization and preliminary analysis of all data received.We recognize that the City may not have all information
requested readily available or may track information differently than requested. We will work with the appointed
project manager to arrive at reasonable substitutes for the key data,if needed.
TASK 113: KICK-OFF MEETING & PROJECT Refine
MANAGEMENT '
Members of the project team will conduct a virtual kick-off meeting with keyCreate A4F Confirm City
Goals
City staff. At this kick-off meeting we will discuss:
► Project work plan Pathways Policies
► Key issues to be addressedKICK-OFF
► Confirm participants for the Task 2 workshops(e.g.,composition of MEETING
the City's Internal Team(or Procurement Task Force(PTF)) "�Confirm
_
► Key findings from previous engagements Schedule Information
Confirm the timing associated with the various project tasks Mako
► Initial data request(as previously described)that we will have 1. Assignments
provided to the City staff 7 to 14 days prior to the kick-off meeting
Burns&McDonnell will provide the agenda and any handout materials at
least four days in advance. During the meeting,we will also identify primary
contacts for our project team and the City and establish protocol for the
exchange of information and the resolution of issues that arise in the normal course of this engagement. To facilitate
effective communication between project team members and the City throughout the course of this project,Burns&
McDonnell will:
Schedule and participate in periodic conference calls as needed to discuss project matters(as identified in
the specific tasks of this scope of work)
'The prior RFP for recycling processing also included an option for vendors to propose on alternative materials processing
technologies. As a part of the Scope of Work for this proposal,we will have preliminary discussions with the City to determine
which of the identified alternative material processing technologies would be included. If the City decides to move forward with
having this topic included in the RFP,we will complete the services described in Task 11.
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► Provide periodic status updated via electronic format
► Be available for other communication(s)as needed
TASK 1 DELIVERABLES
No. Initial data request
No. Electronic copies of the kick-off meeting agenda,handouts,and follow-up summary
► Participation of Burns&McDonnell project manager and key staff in virtual kick-off meeting
Task 2: Workshops and Procurement Strategy
In order to gain a diverse perspective and increase buy-in for the outcomes of this procurement process,the City is
planning to have staff from the Code Compliance Department as well as additional City departments participate in
the development and implementation of the procurement strategy and process.Burns&McDonnell shall facilitate
multiple workshops with the City's Procurement Task Force(PTF)as shown below. Burns&McDonnell shall
work with the City in developing the structure of the group. The following table summarizes the purpose of each
worksho :
Goal:Workshop attendees will have a fundamental understanding of the services already
provided to the City,evaluation of the current contracts and those to be being procured and an
understanding of the procurement process.
Description:Provide an overview of each of the contracted operations:residential collection,
recycling processing,cart purchase and maintenance,drop-off station hauling and
I mulch/compost operations. For each contracted operation,describe the services provided and
discuss comprehensive procurement issues that will be addressed during the Request for
Proposal(RFP)and contracting process(itemized following this table). Provide an overview of
the procurement process and answer questions from the PTF. Discuss whether the recycling
processing portion of the RFP should allow for alternative materials processing technologies.
Some content from Workshop 1 may continue during Workshop 2.
Goal:Review the basis for recommendations to be provided to the City Manager regarding
2 whether each contract should be reprocured,extended or renegotiated.Description:Request
input on recommendations to be provided to the City Manager regarding whether each contract
should be reprocured,extended or renegotiated.
Goal:Review key issues and answer key questions for to be discussed service contracts.
3 Description:Conduct an in-depth discussion of the detailed issues for the following contracted
operations:residential collection,cart purchase and maintenance and drop-off station hauling.
Focus of the workshop will be modified based on direction from the City Manager.
Goal:Review key issues and answer key questions for to be discussed service contracts.Have
clear direction on drafting the RFP and contractual terms,as detailed in Task 4.
Description:Conduct an in-depth discussion of the detailed issues for the following contracted
4 operations:recycling processing and mulch/compost operations. If needed,we can continue
any outstanding discussions from Workshop 2 at this time.Focus of the workshop will be
modified based on direction from the City Manager.Review decisions made during the first
three workshops,as well as provide time to discuss any items that may need further discussion.
Workshops 2 and 3 are designed to discuss the advantages and disadvantages of various aspects of the procurement
process in order to assist the project team in determining how to structure the procurement documents. In
preparation for the workshops,Burns&McDonnell will review future residential solid waste collection agreement
modification ideas developed by the Code Compliance staff. The procurement workshops may include but not be
limited to discussion of the following topics:
Comprehensive Procurement Issues(Workshops I and 2)
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Overview of each contract included in the procurement: include PowerPoint slides that provide an
overview/history of the services provided,identify key goals and issues and describe future changes in
services to be included in the RFP and specific decision points of the RFP process;PTF members will be
able to refer to the PowerPoint slides as a reference during the procurement
Discuss and provide recommendation to the City Manager for each contract in terms of whether each
contract should be reprocured,extended or renegotiated
► Alternative materials processing technologies:decide whether the RFP should allow for the inclusion of
alternative proposals,which may include technologies such as mixed waste processing,eco-industrial park
or other conversion technologies;include discussion on impacts on the other services included in the
procurement(such as the City's refuse and recycling collection operations and cart purchases and
management)
Procurement process overview and schedule
Type of procurement process(i.e.,one-step or multi-step RFP process)
No. Pre-proposal meeting(s)
► Evaluation criteria:discuss the process and strategy for the comprehensive evaluation criteria;decision-
making process to award one or multiple contracts:request discounted pricing for being awarded multiple
contracts
► Award procedure
► City's option to extend current contracts that have remaining extension periods(e.g.,residential collection
and recycling processing)
► Administrative aspects of the procurement process: submittal requirements(content and format);contact
persons;standard City RFP and contract language;how exceptions to RFP/contracts are addressed;and
handling of proprietary/confidential information
Composition of the evaluation committee(assumed that a smaller subset of the PTF will serve on the actual
evaluation committee for the proposals received)
► Miscellaneous issues:merger/acquisition;bankruptcy; strike;equipment failure;termination
Potential impacts from Covid-19 for the City's decision-making process for whether each contract should
be reprocured,extended or renegotiated
Issues to be Discussed for Each Topic/Contract(Workshops 3 and 4)
► Evaluation process,including minimum requirements to merit a detailed evaluation
- Evaluation criteria and weighting for each contract and requested service(separately or consolidated with
options)
► Scope of services to be provided by the successful vendor(s)
► Initial and renewal terms of the agreement
Rate adjustments:review existing indices and formulas and consider potential changes,including potential
to establish standard CPI/Indexes to be used within each,multiple or all contracts
Description of current and projected billing units
► Hours of operation
► Vendor submittal requirements:minimum experience;additional experience;cost/revenue;proposed
approach;business diversity(M/WBE);added value(e.g.additional benefits proposed for the City)
► Billing
Bonds and insurance
► Liquidated damages and administrative charges:evaluate current fees and consider potential increases
Planning and reporting
Ownership of materials
Issues Specific to Residential Collection(Workshop 3)
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Consideration of service level options for refuse,recycling,yard trimming,brush and bulk collection
services(i.e.,frequency,quantity limits,diversion requirements)
Potential new services: collection of residential food waste/scraps;provision of bag-based pay-as-you-
throw collection
► Performance standards: complete routes within designated time frames;minimum numbers of frontline and
backup staff and equipment;maximum number of households per route;total number of routes
Collection operations:optimal number of collection districts;update Standard Operating Procedures(SOP)
section of the contract to reflect key issues(such as cart tagging,enforcement,documenting and collecting
improper setouts(with extra fees),contamination reporting,equipment availability reports,enforcing
current bulk setout requirements,collection of extra/broken down cardboard, and documenting/collecting
overloaded refuse and recycling carts based on established rates/fees for documenting and servicing
overloaded carts with up to four(4)bags of extra trash and between five(5)to nine(9)bags of extra trash)
Collection vehicle requirements and technology
Carts:contractor and/or City responsibilities;responsibilities for damaged carts
Public education assistance:determine role to be provided by the contractor and services to be provided
Disposal and material processing:facility locations;discuss who is responsible for costs of disposal and
material processing(requesting responses to include rate based on established City responsibility at the
Southeast Landfill and an alternate rate if the hauler is responsible for the disposal costs)
► City-provided facilities for Contractor(collection yard,offices,maintenance facility and CNG fueling
station)
► Customer service and complaints: should the City or contractor be responsible for customer service and/or
billing
Storm debris clean-up
Solar powered trash compactors for City facilities/public spaces:City to decide whether to include this in
the RFP
► Provision of refuse cart collection service for commercial customers
► Grant of Privilege requirements
Damage to property
Spillage and leakage Issues Specific to Cart Purchase and Maintenance(Workshop 3)
Scope of services:information packet,cart retrieval,cart cleaning,disposal of material in retrieved carts,
protocol for provision of new and refurbished carts
Responsibilities for damaged carts
Cart standards
Cart warranty
Provision of cart maintenance services and financial arrangement(e.g.consideration of a work order basis
rather than on a per cart in service basis)
Storage of carts
Ownership of carts
Issues Specific to Drop-off Station Hauling(Workshop 3)
Scope of services: materials collected,disposal/processing locations,site and container maintenance
Number of containers empty containers on site,ready for use
Response time and collection requests for full containers
Responsibility for load contamination
► Ownership of containers
► Hours of operation
► Vehicle and equipment standards
► Damage to property
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Spillage and leakage
Issues Specific to Recycling Processing(Workshop 4)
Scope of services:processing services agreement for single-stream;priority for processing City's
residential program,but also address other material types;transfer station option; schedule requirements
Processing facility requirements:facility location;processing capacity,scale requirements;vehicle turn-
around time;priority access;facility/equipment/technology requirements;ability to process materials in the
City's program;recovery rate
Accepted recyclable materials:required materials;potential for vendors to identify additional materials;
process to add/delete materials
► Other financial terms:processing fees/revenue share/formula;public education contribution;disposal costs
► Audit requirements and procedures
Public education
Acceptance/rejection of loads
Issues Specific to Mulch/Compost Operations(Workshop 4)
Scope of services:Use of the Southeast Landfill or a location provided by the vendor as the processing
location,acceptance,processing and marketing of organic waste material;type of mulch/compost
operation;materials and quantities that the City will bring to the compost operation; sale/distribution of
composting material;litter control;vector control;dust control;odor control;fire or other emergency
response
► Mulching/composting facility requirements:facility capacity for dry and wet material: site and
infrastructure development;equipment requirements(quantity,age,maintenance);provision of necessary
amendments; scales and scale house protocol;ripping area requirements;vehicle turnaround time and
prioritization of vehicles under contract with City; storage of post-processed material.Requirements may
vary based on whether the facility operations are at the SELF as compared to a privately owned facility.
Reporting requirements
Accepted materials
Acceptance/rejection of loads
Processing fee and/or revenue share
► Audit requirements and procedures
► Disposal of compost residue
► Quality specifications for end products
Burns&McDonnell requests that the City arrange for a meeting room and coordinate attendance to ensure that
appropriate individuals are present. Burns&McDonnell will develop an agenda and any handout materials in
advance of the workshops to provide an opportunity for City staff to consider the issues prior to the workshops.
Burns&McDonnell will deliver a memorandum summarizing the key decisions made during the workshops and
action items to be completed by the project team and City staff. Our budget is based on three Burns&McDonnell
staff attending the four workshops. If feasible,the project team will conduct the workshops in person,but will be
prepared to the workshops in a virtual manner if needed due to Covid-19.
TASK 2 DELIVERABLES
► Four on-site workshops(virtual if needed)
► Workshop agenda and handouts,including a list of issues to be discussed
► Memorandum summarizing the workshops
Task 3: Stakeholder Engagement
Burns&McDonnell recognizes the importance of gaining community support through active participation of the
public from inception to completion of the procurement process. Our approach to the public participation process
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will include collaboration with City staff in order to seek support and involvement from the community in order to
have a greater impact on the future of the City's solid waste strategy. If requested,we may also interview potential
vendors who may have an interest in participating in the procurement process. Stakeholder engagement services
will be determined based on discussions between the City and Burns&McDonnell. We have included a budget
allowance to provide the City with flexibility on the stakeholder services that may be included. Potential tasks could
include some combination of public meetings,surveys,and/or focus groups.
TASK 3 DELIVERABLES
► To be determined
Task 4: Preparation of Procurement Documents
As part of this task,Burns&McDonnell will assist the City with the development of the procurement documents.
For all parts of this task,Burns&McDonnell will coordinate with the City's Purchasing and Legal Departments and
will rely on the City for any standard language to be included in the procurement documents. This task has been
divided between developing the RFP and developing key terns and conditions that will be included in the RFP and
will form the basis of a contract. We will also structure the documents to reflect the five included services:
residential collection,recycling processing,cart purchase and maintenance,drop-off station hauling and SELF
mulch/compost operations.
Burns&McDonnell shall provide drafts of the RFP as reasonably requested to the City for approval prior to
finalizing the RFP.The parties will work collaboratively and make its best efforts to make only two deliverable
drafts.Upon delivery of each draft version of the RFP,we will participate in a meeting with City staff to discuss the
draft procurement documents. Our budget includes a conference call,to allow for a thorough page-turn of the first
draft of the RFP and to provide opportunity for in-depth discussion of key contract terms and conditions. If there are
additional comments developed outside of the meeting,the City will be responsible for consolidating comments to
the draft procurement documents from multiple reviewers for incorporation by the project team. Burns&
McDonnell will participate in additional conference calls with City staff to discuss any additional comments. The
City will be responsible for final production and distribution of the procurement documents to potential proposers.
Burns&McDonnell will assist the City in notifying potential proposers in advance of the release of the RFP.
Specifically,we will provide the City with a listing of companies and contacts that may have an interest in the
services being procured.
PREPARATION OF RFP
Burns&McDonnell shall prepare an RFP as described herein and as directed by the City. The City shall work
collaboratively with Burns&McDonnell to assist in the preparation of the RFP.The RFP shall include the
following based on the outcomes from the workshops described in Task 2:
General terms and conditions of the RFP,including any standard terms and conditions provided by the City
Background information,including explanation of why the RFP is being developed,historical program
data,City demographic information,tonnage data,etc.
Proposal format and content
Proposal process,including schedule and evaluation criteria
Schedule requirements
Provision of processing services on an interim basis following expiration of the current agreement(if
applicable)
Proposal response forms,including personnel,experience,cost,etc.
Other sections of the RFP as directed by the City
In developing the RFP,our team will focus on describing performance-based criteria(as opposed to prescriptive
criteria)for which the vendors will be evaluated.
PREPARATION OF KEY CONTRACT TERMS AND CONDITIONS
Burns&McDonnell recommends including draft contract terms and conditions in the RFP. In order to minimize
negotiations with proposers,it will be important for the terms and conditions to be clear and robust in representing
the City's contractual position. The City shall work collaboratively with Burns&McDonnell to assist in the
preparation of the contract terms and conditions in the RFP. Burns&McDonnell will prepare draft terms and
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conditions for each of the five services being considered,and that would address the following specific elements of
future contracts,as well as review the City's standard terms and conditions:
Definitions
Scope of Services
► Performance Benchmarks
► Pricing and Revenue Sharing
No. Equipment and Personnel Requirements(if applicable)
No. Hours of Operation and Holidays
► Public Outreach and Education
r Liquidated Damages
► Other terms and conditions,as requested by the City
Burns&McDonnell shall work with the City's Legal Department to incorporate the terms above in a contract
template with the City's standard requirements,terms and conditions. This will be incorporated in the final version
of the RFP.
TAS& 4 DELIVERABLES
► At least two drafts and one final version of the RFP,inclusive of key contract terms and conditions
► Two conference calls to discuss the draft documents
Task 5: Pre-Proposal Coordination and Addendum Preparation
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Key members of the project team will attend the pre-proposal meeting to assist the City in responding to questions
related to the procurement package. We will also participate in a site tour of the SELF mulch/compost area,carts
storage and maintenance facility and the collection facility. We have allocated two days for the pre-proposal
meeting and site visits.
ADDENDUM COORDINATION
As necessary,the project team will make revisions to the procurement package(via addenda)based on the results of
the pre-proposal meeting and will provide responses to questions. We will provide the revised procurement package
and questions/responses to the City for distribution to all interested vendors. A portion of the cost of this task will
depend on the level of effort required to respond to questions from the respondents.
TASK 5 DELIVERABLES
► Participation at the pre-proposal meeting and site visits
- Development of content for any addenda that need to be developed
Task 6: Proposal Evaluations
This task describes the efforts associated with evaluating the submitted proposals in conjunction with City staff.
The project team will perform an evaluation of proposals received from vendors in response to the RFP. The goal of
this task is to evaluate proposals based on the evaluation criteria set forth in the RFP. As part of the evaluation of
proposals,Burns&McDonnell would initially evaluate whether the proposer meets the minimum requirements to
be established.
Recognizing the open-ended aspect of the RFP,we will structure our evaluation based on the type services. The
level of effort for the project team to complete the evaluation for each company will vary depending on the services
that each company is proposing to provide. For example if company A is proposing to provide only one service
(e.g.,recycling processing),the fee to evaluate that company would be lower than the fee to evaluate company B
that is submitting a proposal to for all five services under a combination of operations. The budget for this task is
based on the assumption that the City will receive 3—5 proposals per service category for a total of 15—25
proposals. The total number of companies submitting proposals will be lower than the estimated number of
proposals. The evaluation of any submittals beyond this basis will be billed as Additional Services.
We assumed that each proposal will meet the minimum requirements. For proposals that meet the minimum
requirements,we will evaluate the submittals based on the following:
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Review and evaluate each proposer's technical and operational capability(including evaluation of proposed
technology,proposed work plan,siring,permitting and infrastructure)
Review of proposer's experience and references
No. Evaluation of proposer's financial stability and litigation history
► Evaluation of cost proposals,including proposed revenue sharing arrangements,via Excel model;
evaluation will allow for comparison of multiple combinations of service providers to fully understand the
financial proposals
- Evaluation of exceptions taken to key terms and conditions and alternative contract language and or service
procedures submitted by proposers,if applicable
Upon the conclusion of the evaluation,Burns&McDonnell will participate in one conference call with City staff to
discuss the results of the findings. This task does not include identification of proposals as compliant or non-
compliant with proposal procedures(e.g.,attendance at pre-proposal meeting,if mandatory; submittal on or prior to
due date and time; signed by an authorized agent;contains a statement to the effect that the proposal is firm for the
required period from the closing date)since it is assumed that the identification of proposals as compliant and non-
compliant will be performed by City staff.
TASK 6 DELIVERABLES
► Matrices that summarize the technical and financial evaluation
► One conference call with City staff
Task 7: Facilitation of Proposer Interviews
Following the evaluation of proposals,Burns&McDonnell will assist the City with the facilitation of proposer
interviews. As part of this task,the project team will:
► Assist with identifying proposers to be interviewed
Develop questions for proposer interviews
Participate in proposer interviews
The budget for this task assumes that two Burns&McDonnell project team members will attend three days of
vendor interviews at City offices. We would anticipate that 3—4 interviews can be conducted in a single day.
TASK 7 DELIVERABLL
► Interview questions
► Participation of two project team members at three days of vendor interviews
Task 8: Contract Negotiations
Burns&McDonnell will provide contract negotiations assistance to the City. The project team will customize this
task to allow for flexibility in the role played by our team. The role in the contract negotiations will be determined
by various factors including:
i Approach selected by the City(i.e.,negotiate with one company or with multiple companies
simultaneously)
► Composition of the negotiations team(i.e.,technical,legal and financial)
Number of contracts awarded(i.e.,one or multiple contracts)
The cost for this task will depend on the length and duration of the contract negotiation process. As part of this task,
we could conduct activities including,but not limited to,the following:
On-site meetings with prospective provider(s)
Conference calls with City staff and/or service provider(s)
Update financial analysis to reflect negotiated rates and revenue sharing arrangements
Review of proposed changes or amendments to contract terms and conditions
Assist the City Attorney with drafting and/or reviewing portions of the contract,with the understanding that
the City Attorney will have the lead role in refining the contract(s)
► Other tasks as needed
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Burns&McDonnell recognizes that the amount of time will vary based on the pace and progress of the negotiations.
The budget will significantly depend on the type of contract awarded. Our budget is based on an allowance.In the
event contract negotiations services are requested by the City,such services would be billed on a time and expense
basis,based on hourly rates included in this proposal.
TASK 8 DELIVERABLES
► As requested by the City
During the course of the project,there may be a need for in-person and/or conference call meetings with the City
Manager and/or City Council.Burns&McDonnell has identified key timeframes in which it could request a
meeting and recognizes the need and right of the City Manager to also request a meeting. Our budget assumes that
we will have four in-person meetings. The budget includes time to develop presentation materials and meetings
handouts.
Burns&McDonnell recommends the first meeting with the City Manager occur after Workshop 2,as described in
Task 2,tentatively prior to the December 14,2020 deadline. The purpose of this meeting will be to seek direction
from the City Manager regarding whether each contract should be reprocured,extended or renegotiated. Depending
on the outcome from this task,prior tasks described in this Scope of Work may need to be amended in writing if
mutually agreed upon.
— 9 L.�LIVERABLES
► Participation at up to four meetings
► Meeting handouts and presentation materials
Task 10: Additional Services
The project team can provide additional services that are outside of the scope of work that will be agreed to between
the City and the project team. In the event additional services are requested by the City,such additional services
would be billed on a time and expense basis,based on hourly rates included in this proposal. Given the wide range
of potential services that could be required for this project,we have included a budget allowance of$20,000.
Included below is a summary of Additional Services that could be provided by the project team:
Review of additional proposals(beyond described in Task 6)
Conduct additional interviews(beyond described in Task 7)
City Council presentation(s)and stakeholder involvement implementation(beyond described in Tasks 3
and 9)
Contract negotiations(beyond described in Task 8)
► Implementation assistance
No. Financial analysis(beyond described in Task 6)or updates to cost of service analysis
► Additional meetings and/or workshops
► Other requested services related to the procurement
We would emphasize that these services are beyond those described in the scope of work and would only be utilized
with prior written approval from the City. Upon request,we will provide a detailed estimate of the costs to provide
requested services.
3K 10 DELIVERABLES
► To be determined
Task 11: Inclusion of Alternative Materials Processing Technologies in the RFP Process
(Conditional Task)
The prior RFP for recycling processing included an option for vendors to propose on alternative materials
processing technologies. As a part of the scope of work for this proposal,we will have preliminary discussions with
the City regarding any potential interest to consider alternative materials processing technologies as a part of this
procurement during the workshops described in Task 2. If the City decides to move forward with having this
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service included in the RFP,we will complete the services described in this task(they will not be completed unless
we are directly authorized by the City). Services to be included in the scope of work include the following:
Task 2:Workshop 3:Expand discussion to include alternative materials processing technologies during
workshops 2 and 3
► Task 4: Preparation of Procurement Documents:Increase scope of work to include alternative materials
processing technologies in the RFP and contract terms,as well as update other sections of the RFP to allow
for the consideration of impacts to the respective operations. For example,if a"one-bin"mixed-waste
processing proposal is received,it has the potential to impact collections(collecting one cart instead of
two),landfill operations(reduce tons from the City collections),cart maintenance(one cart instead of two),
and the compost operations(potential change to volume and quality of feedstocks).
► Task 5: Pre-Proposal Coordinate and Addendum Preparation:Add 16 hours to address questions
related to alternative materials processing technologies
Task 6: Proposal Evaluations:Increase the number of companies submitting proposals by up to three
companies and evaluate additional combinations of service providers(e.g.,this will include not only the
evaluation of the alternative processing technology,but also include an assessment of the impact to other
proposals. Depending of the type of alternative material processing alternative,there may be a need to
request updated cost proposals from other vendors.
► Task 7:Facilitation of Proposer Interviews:Add one day to the proposer interviews
► Task 8: Contract Negotiations:Increase the amount of time dedicated for contract negotiations
TASK 11 DELIVERABLES
► Update the deliverables to include the topics identified in this task
Assumptions
There are a number of assumptions required in any procurement. For this assignment, the
project team notes that our proposal is based on the understanding that:
Burns&McDonnell will coordinate with the City's Purchasing Department and City Attorney's Office and
will rely on the City for any standard City language to be included within the RFP.
► The City Attorney's Office will provide all legal advice and will review the procurement documents and
prepare and negotiate the contract documents.
► City staff will be responsible for distribution of the procurement documents,advertising costs to announce
the procurement,coordination of the receipt of the proposals and review of proposals regarding City
requirements.
Fee
The following table provides an outline of the services to be provided and includes the fee of$469,850,inclusive of
professional fees and out-of-pocket expenses for all tasks. Services for Tasks 1,2,4,5,6,7,9 and 11 will be
invoiced on a percent complete basis as accepted and approved by the City. Tasks 3,8 and 10 will be invoiced on a
time and expense basis(based on the rate schedule). Should Burns&McDonnell reach the budget maximums for
the tasks being invoiced on a time and expense basis,Burns&McDonnell will request a budget amendment from
the City.Further services on these tasks will not be completed until we receive written authorization from the City.
Without the conditional Task 11,the total fee is$388,720.
1:Project Initiation&Management $12,370
2:Workshops and Procurement Strategy $44,250
3: Stakeholder Engagement $30,000
4:Preparation of Procurement Documents $87,470
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5:Pre-Proposal Coordination and Addendum Preparation $25,860
6:Proposal Evaluations $85,730
7:Facilitation of Proposer Interviews $20,560
8: Contract Negotiations $40,000
9: City Manager and City Council Meetings $22,480
10:Additional Services $20,000
11:Inclusion of Alternative Materials Processing Technologies in the RFP Process
(Conditional Task) $81,130
Total $469,850
Additional Services will not be provided until we receive approval from the City. Depending on the requested
services,there may be a need for additional budget,and this will be communicated in writing to the City,and no
additional work will occur until we receive authorization from the City. To the extent that estimates can be provided
at this time,the following table estimates the cost of additional services described in Task 10:Additional Services.
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Review of additional proposals(beyond described in Task 6) $5,000 per additional proposal'
Conduct additional interviews(beyond described in Task 7) $4,800 per day'
City Council presentation(s)and stakeholder involvement $3,500 per in-person meeting;'conference calls
implementation(beyond described in Tasks 3 and 9) based on actual time
Contract negotiations(beyond described in Task 8) To be determined
Implementation assistance To be determined
Financial analysis(beyond described in Task 6)or updates to To be determined
cost of service analysis
Additional meetings and/or workshops $4,800 per in-person workshop;conference calls
based on actual time
Other requested services related to the procurement To be determined
1. Could include a company submitting on multiple services or a new company
2. Assumes two Burns&McDonnell team members attend the interviews
3. Assumes one Burns&McDonnell team member attends the City Council meetings
All work completed on a time and expense basis will utilize the following hour' rates.
Senior Technical Adviser $249
Senior Project Manager $245
Senior Engineer/Consultant $213
Consultant 2 $175
Consultant 1 $129
Administrative $81
There will also be a$4.75 per hour technology charge for each hour. These rates are effective through December
31,2021.
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Schedule
We have developed the following schedule based on the assumption that we will receive the Notice to Proceed from
the City no later than November 1,2020. The schedule does not include impacts from the inclusion of the
conditional Task 11. Depending on the decision to include Task 11 and the direction from the City on how it is
implemented,the schedule shown below may need to be revised. Including Task 11 would increase the overall
schedule by no more than two months.
The following schedule assumes that the Kick Off meeting will occur between November 3,2020 and November 9,
2020,the City's Overview meeting will occur between November 9,2020 and November 13,2020 and the first two
workshops for Task 2 will occur between November 16,2020 and December 4,2020. This schedule will allow for
the PTF's recommendation and briefing with the City Manager by identified December 14,2020 deadline.Based on
the City Manager's direction towards advancing the procurement of the identified contracts,Workshops 3 and 4
would then occur in December 2020 and January 2021. This would allow the PTF's review and recommendation to
include the final results and outcome of both influential activities.The schedule provides approximately 15 months
from contract award assumed to occur in November 2021 to the commencement of services on April 1,2023.
1: Project Initiation&Management November 1-30,2020
2:Workshops and Procurement Strategy November 1—January 31,2020
City Manager's PTF Recommendation December 14,2020
3: Stakeholder Engagement To be determined,as requested'
4:Preparation of Procurement Documents February 1,2021—April 30,2021
City Publishes RFP Mid-May 2021
5:Pre-Proposal Coordination and Addendum Preparation June 2021
Vendors Develop Proposals June—September 2021
6:Proposal Evaluations September —October 2021
7:Facilitation of Proposer Interviews October 2021
8: Contract Negotiations October—December 2021
9: City Manager and City Council Meetings To be determined,as requested
10:Additional Services To be determined,as requested
11:Inclusion of Alternative Materials Processing May require up to an additional two months for the
Technologies in the RFP Process(Conditional Task) entire project schedule
1. The remaining schedule could be impacted by the nature and extent of the Stakeholder Engagement process.
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