RFP - On-Call Clean up
The City of Kent, Washington (“City”) is seeking proposals for on-call services to clean up and dispose of general garbage and other waste related to illegal dumping and/or homeless encampments at various locations throughout the City. The list consists of properties that potentially need to be cleaned and it may change over time. The locations highlighted on the map are a representative sample of potential clean-up locations. Trash removal could also be requested for any other city-owned property.
Emailed proposals must be in PDF format. They must include “RFP – ON-CALL CLEAN-UP SERVICES” in the subject line.
If submitting a paper proposal, the original plus two copies of all proposals in printed form must be submitted in a sealed envelope or box with the following words clearly marked on the outside of the envelope “RFP – ON-CALL CLEAN-UP SERVICES”.
The name of the Proposer and its address shall also be clearly indicated on the envelope.
Proposals shall be delivered and received, regardless of the delivery method (e.g., hard copy, email, U.S. mail, etc.), to the City Clerk’s Office, 220 Fourth Avenue South, Kent, WA 98032-5895 or CityClerk@kentwa.gov, no later than 3 p.m. (PST) on April 22, 2024.
1.0 DESCRIPTION OF PROPOSALS SOUGHT
Proposals are sought for on-call services to clean up and dispose of general garbage and other waste related to illegal dumping and/or homeless encampments at various city-owned properties through December 2025.
Site conditions: Site conditions vary at each location. Some sites may contain steep slopes and sensitive areas. Each site may contain a variety of garbage and discarded items associated with homeless occupancy and encampment and/or illegal dumping. These items may contain hazardous materials including bio-hazards, used needles, human waste, garbage, general debris, constructed temporary structures, shopping carts, tents, tires, wooden pallets, and a wide variety of other items.
Site Access: Access to each site will vary. Some sites have formal parking lots and trail access. Other sites will be less developed and more difficult to access.
Clean-Up Approach: Within two business days of being contacted by City staff, the selected contractor shall meet with City staff at the identified site. City staff and contractor will jointly review the site conditions, volume of garbage, site access, limits, clean-up standards, potential requirements (traffic control, loading zone, etc.) and number of employees and days needed for clean-up. Contractor will provide the City with a written estimate within two business days after the joint site visit. The written estimate will include a per day (8-hour business day) cost for clean-up at the site(s) and an expected duration for completion. The contractor shall not exceed the amount in the written estimate without written approval from the City. After the City agrees to the written estimate, Contractor will have five business days to commence clean-up work. Since each site will vary in size, contractor will need to be able to provide sufficient staff to scale up or down based on the volume of removal and site-specific set up requirements at any one location. All collected trash and debris shall be disposed of at a King County transfer station.
2.0 DESIRED QUALIFICATIONS
It is preferred that Proposers have the following experience:
- Two years of experience in homeless encampment/illegal dump sites clean-up.
- Three years of experience with trash removal and debris hauling.
- Experience removing hazardous waste.
- Experience removing trash from steep slopes and sensitive areas.
- Experience working in settings with the public in close proximity.
3.0 GENERAL TERMS AND CONDITIONS OF RFP PROCESS
3.1 Revisions to RFP. If it becomes necessary to revise any part of this RFP, addenda will be distributed to all known potential Proposers who have provided a valid email address. City staff are prohibited from speaking with potential Proposers about the project during the RFP review process. Please direct all questions to the identified RFP Coordinator.
3.2 Costs to Propose. The Proposer is solely responsible for any and all costs incurred in responding to this RFP or during the RFP review process.
3.3 Most Favorable Terms. The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms that the Proposer can propose. There will be no best and final offer procedure. The City reserves the right to contact a Proposer for clarification of its proposal during the evaluation process. In addition, if the Proposer is selected as the apparent successful Proposer, the City reserves the right to enter into contract negotiations, which may include discussion regarding the terms of the proposal. Contract negotiations may result in incorporation of some, all, or none of the Proposer's proposal. The Proposer must accept this RFP for incorporation into any resulting contract.
3.4 Acceptance Period. Proposals must provide 60 days for acceptance by the City from the due date for receipt of proposals.
3.5 Rejection of Proposals and Waiver of Informalities. The City reserves the right at its sole discretion to reject any or all proposals that the City receives without penalty, and to waive irregularities and informalities with respect to any proposal.
3.6 Contract and General Terms and Conditions. The apparent successful Proposer will be expected to enter into a contract that is substantially the same as the sample contract and its specific and general terms and conditions attached as Exhibit B. In no event may a Proposer submit its own standard contract terms and conditions in response to this RFP. The Proposer may submit exceptions as allowed in the Certifications and Assurances section in Exhibit A. The City may accept or reject submitted exceptions in its sole discretion.
3.7 No Obligation to Contract. This RFP does not obligate the City to contract for services specified herein. Participation in this RFP and/or submission of a proposal does not confer any legal right or entitlement to Proposers, nor create any obligation thereto on the part of the City.
3.8 Insurance Coverage. The successful Proposer shall, at its own expense, obtain and maintain in full force and effect during the term of the contract in the types and amounts required by Exhibit C. At the time any contract is executed, the successful Proposer shall furnish evidence of such coverage, in the form of a Certificate of Insurance and an additional insured endorsement.
3.9 Equal Opportunity Employer. The City is an Equal Opportunity Employer and does not discriminate against individuals or firms because of their race, color, creed, marital status, religion, age, sex, national origin, sexual orientation, or the presence of any mental, physical or sensory handicap in an otherwise qualified handicapped person.
3.10 Compliance with Applicable Laws. In addition to these nondiscrimination compliance requirements, the contractor ultimately awarded a contract shall comply with federal, state and local laws, statutes, regulations and ordinances relative to the execution of the services. This requirement includes, but is not limited to, protection of public and employee safety and health; disabilities; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects; personal protective equipment, and sanitation.
3.11 Public Records. All submitted proposals and evaluation materials become public information and may be reviewed by anyone requesting to do so at the conclusion of the evaluation, negotiation, and award process. This process is concluded when a contract is executed between the City and the selected Proposer.
3.12 Temporary Waiver of Right to Submit Public Records Request. By electing to participate in this RFP process, the Proposer agrees not to make a public records request for any documents or information submitted by any other Proposer who responds to this RFP, and to the extent allowed by law, waives its right to make such a request until contract execution is complete.
3.13 Conditional Proposal Invalid. A response from a Proposer which indicates that any of the information requested by the City in this RFP will be provided only if the Proposer is selected as the apparently successful Proposer is not acceptable, and, at the City’s sole discretion, the City may disqualify the proposal.
4.0 PROPOSAL CONTENTS
Responsive proposals shall include the following:
4.1 A brief narrative as to how the Proposer would approach completing the trash removal and clean-up work.
4.2 A statement that explains Proposer’s previous experience cleaning up homeless encampments and illegal dumping sites. Staff qualifications should be included. Staff includes all employees who may be working on site including laborers, workers, managers/supervisors, and owners.
4.2.1 This statement should include any relevant experience the Proposer has with protocols for the removal and clean-up of homeless encampments and illegal dumping sites, including coordinating work with police and social and human service agencies.
4.2.2 This statement should include at least three references including contact information (name, entity, address, phone number, and email address).
4.3 Unit costs for the following items, which will be used as the basis for creating estimates for specific City-owned properties:
4.3.1 Mobilization
4.3.2 Per hour employee costs – include prevailing wages, attached as Exhibit D
4.3.3 Dumping fees - non-hazardous waste
4.3.4 Dumping fees – hazardous waste
4.3.5 Equipment Rental
4.3.6 Supplies and Miscellaneous requirements (i.e., cones, traffic signs, etc.)
4.3.7 Administrative fees
4.4 A statement that explains Proposer’s previous experience with hazardous waste. Staff qualifications should be included. Staff includes all employees who may be working on site including laborers, workers, managers/supervisors, and owners.
4.4.1 This statement should include any relevant experience the Proposer has with protocols, training, and removal of hazardous waste within homeless encampments and illegal dumping sites.
4.5 A statement that Proposer can meet the insurance and business license requirements contained in Exhibit C to the RFP.
4.6 The signed Certifications and Assurances, attached as Exhibit A.
5.0 SELECTION OF SUCCESSFUL PROPOSER
The City intends to select one Proposer and make a single award for this work.
Proposals will be evaluated and scored solely based on the following criteria:
|
Evaluation Criteria & |
Evaluation Guide |
Score |
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Business Qualifications |
Years in waste removal business; licenses related to hazardous waste removal or site clean-up |
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Staff Qualifications |
Qualifications/certifications of key personnel currently employed; Qualifications of staff to be involved in this project |
|
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Business Experience Doing Waste Removal Work |
Waste removal contracts/projects done before or currently; Complexity of projects |
|
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TOTAL MAXIMUM POSSIBLE SCORE |
/100 |
The RFP Coordinator may contact the Proposer for clarification on any portion of the Proposer’s proposal submission.
The City reserves its unqualified right to select the Proposer it determines best meets all the needs and goals of this RFP.
By submitting to this RFP process, the Proposer acknowledges and accepts that the City’s decision will be made on both objective and subjective criteria.
6.0 EXHIBITS
Exhibit A – Certifications and Assurances
Exhibit B – Draft Contract
Exhibit C – Insurance Requirement
Exhibit D – Prevailing Wages
Exhibit E – Property Map
