CC - Item 6A - Integrated Solid Waste Handling Services Procurement - Proposal Results and Selection of ContractorROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR A CITY COUNCIL
FROM: BEN KIM, CITY MANAGER
DATE: APRIL 11, 2023
SUBJECT: INTEGRATED SOLID WASTE HANDLING SERVICES
PROCUREMENT - PROPOSAL RESULTS AND SELECTION OF
CONTRACTOR
SUMMARY
The City's exclusive franchise agreement for comprehensive refuse services with Consolidated
Disposal Services (dba Republic Services) is set to expire on July 31, 2023. At the September
13, 2022, City Council Meeting, the City Council awarded a contract for Solid Waste Consulting
Services to R3 Consulting Group, Inc (R3) to perform an assessment of the City's current solid
waste programs and assist with the procurement of a new integrated solid waste handling
agreement. Staff and R3 collaborated to create a Request for Proposals (RFP) document, create a
draft Integrated Solid Waste Handling Agreement, and met with the City Council on November
8, 2022, for a solid waste procurement workshop. At the workshop, the Council provided
feedback on the RFP process, timeline, and desired services and directed staff to proceed to issue
the RFP for the City's integrated solid waste handling agreement. The RFP document was
released on November 17, 2022, and on January 26, 2023, the City received five (5) proposals.
After completion of proposal evaluations and interviews, staff and R3 scored and ranked the
proposers based on pre -established evaluation criteria. Staff requests that: 1) the City Council
review the proposal results, 2) select a contractor and direct City Manager or his designee to
negotiate an exclusive agreement subject to approval by the City Council, 3) provide direction on
if to include street sweeping services within the franchise agreement procurement, 4) select the
franchise agreement term (10 -year or 15 -year), and 5) if needed provide direction to negotiate a
month-to-month extension for up to four (4) months to the current exclusive franchise agreement
for comprehensive refuse services to allow adequate time for the transitionary period.
Current Solid Waste Collection Services
Residential Cart Collection Service Programs
AGENDA ITEM 6.A
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Single-family dwelling (SFD) service recipients in the City currently receive curbside carts for
garbage, recyclable materials, and green waste. The details of current services for SFD service
recipients are as follows:
• Weekly curbside collection of Garbage (96 -Gallon Black or Grey Carts standard), 64 -
and 32- Gallon Carts available and provided at a discounted rate for certain qualifying
accounts (e.g., seniors, people with disabilities);
• Weekly curbside collection of Recyclable Material in a Blue 96 -gallon cart;
• Weekly curbside collection of Organics in a Green 96 -gallon cart;
• Up to five on-call Bulky Waste Collection per year; up to 5 items per Collection;
• Curbside Battery Collection;
• E -waste accepted at the semi-annual shredding events; and
• Holiday Tree Collection.
Multi family Collection Service Programs
Multi -family dwelling (MFD) service recipients in the City currently receive a weekly collection
of bins or carts for garbage, a cart for recyclable material and organic waste, and up to four on-
call Bulky Waste Collection per year; up to 4 items per Collection.
Commercial Collection Service Programs
Commercial service recipients in the City currently receive carts or bins for garbage, recyclable
material, and organic waste, based on volumetric need. Commercial collection service is
provided to service recipients on an at least weekly basis, up to six (6) times per week.
New Solid Waste Regulations
Since the existing agreements went into effect, the State has passed several laws that
significantly affect the processing of garbage, recyclables, and organic waste. In 2011, the State
adopted AB 341, requiring all businesses to recycle and jurisdictions to implement a commercial
recycling program. AB 341 also established a goal of a 75% recycling rate ("diversion") by
2020. AB 1826, adopted in 2014, requires jurisdictions to implement an organic waste recycling
program, to divert from the landfill organic waste collected from businesses and multi -family
dwellings.
In 2016, SB 1383 was passed, which was designed to keep organic waste out of landfills. In
addition, requiring a state-wide target of a 50% reduction in organic waste disposal by 2020 and
75% by 2025. The regulations went into effect on January 1, 2022. Under SB 1383, jurisdictions
are required to provide organics services to all residents and businesses, establish an edible food
recovery program, procure recyclable and recovered organic products, secure access to organics
recycling capacity, monitor compliance, and conduct enforcement.
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New Solid Waste A¢reement
Prior to developing a new agreement, R3 provided City staff with an overview of current
services and an analysis of those services as compared to the latest solid waste and recycling
trends, best management practices related to both franchise agreement services and terms and
conditions, and updates on recent legislation. The results of this analysis were the basis for the
new agreement. A complete copy of the report can be found in Attachment A — SB 1383
Compliance Program Implementation Plan.
The new agreement for the provision of Integrated Solid Waste Handling Services
("Agreement") was developed to preserve and maintain priority services currently provided to
the City's residents and businesses while addressing the many challenges related to recent
regulatory changes and incorporating as an option street sweeping within the overall services.
Staff and R3 developed the draft Agreement to address regulatory requirements such as AB 1826
and SB 1383 and modernize the City's overall solid waste agreement framework. Key
considerations included:
• Expanding organics collection services to meet the requirements of SB 1383
o Updating container labeling (and some colors) to meet the requirements of SB
1383 (grey for garbage, blue for recycling, green for organics).
o Providing expanded education and outreach programs and services.
o Providing reports of customer subscriptions to determine compliance with the
requirements of SB 1383.
o Updated processing and diversion requirements.
o Providing for the procurement of recovered organic materials as required by SB
1383.
o Providing detailed tracking and reporting for SB 1383 compliance.
The new Agreement includes bundled services (garbage, recycling, and organic waste) for all
residential, multi -family, and commercial customers to achieve compliance with SB 1383. All
prior services provided to residents and businesses are maintained, with key provisions of the
new Agreement including:
• 10 -year base term beginning on August 1, 2023, with a maximum of a 15 -year term.
• New SB 1383 services including:
o Bundled rates, including minimum recycling and organics services, for all
customers and green/organic containers to include collection of food waste.
o New carts and newly painted bins to meet SB 1383 color and labeling
requirements.
o Residential kitchen food waste pails.
o Outreach and education.
o Route audits.
o Organics contamination monitoring.
o Reporting.
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o Mulch or compost delivery to support procurement requirements.
o Support for edible food recovery program.
New or expanded services including:
o Home Compost Bins (up to 500 home compost bins per year).
o Sharps Collection (upon request, must provide one postage -paid mail -back home
generated sharps container annually at no additional cost).
o Offer collection drives 2x per year to collect and divert E -waste, textiles, carpet,
and mattresses.
o Backyard/Off-Street Collection service option.
o Free Curbside E -Waste Collection.
o Free City services.
Franchise fees, payments, and collection rates including:
o Procurement reimbursement (one-time due 30 days after the contract is signed).
o Franchise Fee (Quarterly payments equal to 10% of the Gross Revenue received
by contractor)
o Annual Mitigation Fee (Amount to be determined by the Solid Waste Franchise
Fee Study and subject to City Council adoption).
o Annual SB 1383 and Administrative Fee, including fees to fund one (1) full-time
position to support the SB 1383 Compliance Program (Amount to be determined
by the Solid Waste Franchise Fee Study and subject to City Council adoption).
o Annual CPI for collection rate adjustments will begin on July 1, 2024.
The City is currently working with R3 to prepare a Solid Waste Franchise Fee Study to
determine the estimated total annual costs for solid waste management, administration, oversight,
and compliance. The results of the study will identify a fee amount to offset City expenditures,
vehicle impacts attributable to solid waste collection vehicles, and compensate the City for the
use of public property. If determined to be a recoverable cost, the annual Mitigation Fee and SB
1383 and Administrative Fee payment amounts shall be set at an amount adopted by a resolution
of the City Council. The annual payments received from the hauler could be used to pay for
street maintenance and repair, solid waste management, and SB 1383 compliance efforts such as
the procurement of recovered waste products and edible food recovery inspection and
monitoring.
Provosal Evaluation Process
City staff and R3 prepared and released an RFP for a solid waste contractor. The RFP was
published on the City's website and the P1anetBids portal on November 17, 2022. Two addenda
were released to provide responses and clarifications to questions submitted by the solid waste
contractors. On January 26, 2023, the City received formal responses from five (5) solid waste
contractors:
1. Arakelian Enterprises, Inc. dba Athens Services (Athens Services);
2. Burrtec Waste Industries, Inc (Burrtec);
3. Republic Services (Republic);
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4. Valley Vista Services (Valley Vista); and
5. USA Waste of California, Inc. dba Waste Management (WM).
All five (5) proposals went through an initial "Pass/Fail" review to check for completeness and
compliance with the proposal requirements. After the Pass/Fail review, where it was determined
that all proposals passed, the proposals were then reviewed by the evaluation team, which
consisted of City and R3 staff on February 21, 2023. Proposals were reviewed and scored based
on the following evaluation criteria:
• Qualifications;
• Technical Approach;
• Sustainability; and
• Service Rates.
The following is a summary of each proposal. A detailed summary of each proposal including
the proposei's exceptions and alternatives can be found in Attachment B - Evaluation
Summary Report.
Athens Services
The City's current street sweeping contractor services 2 million customers throughout Southern
California in over 40 jurisdictions. The Athens' proposal offers the City a $400,000 annual
payment for a Community Enhancement Program with a 10 -year term option. With a longer-
term (15 years), Athens will instead offer the city a Goodwill Payment of $1,000,000 to use how
it sees fit and proposes to include a three-year step-in approach for rates. Finally, Athens is
proposing an all-inclusive Community Beautification Services Package with a dedicated
beautification crew (size TBD) that may power wash enclosures, remove graffiti from
containers, and maintain the cleanliness of city amenities. Athens' proposal would increase the
current residential customer rates by 51.56% or $12.24 per month.
Burrtec
Burrtec has over 50 years of experience and provides service to more than 50 communities
throughout Southern California. The company also owns and operates 4 transfer stations, 4
material recovery facilities, and 5 compost operations. Value-added services proposed at no
additional charge to the City include City -sponsored event collection, collection and outreach
booths at the farmers market, compost and mulch for community gardens, Concerts in the Park
sponsorship commitments, unlimited bulky item pickups, street litter abatement program, semi-
annual paper shred events, disaster cleanup response, annual student scholarship program, semi-
annual Quality of Life Clean-up Events. Its proposal would increase the current residential
customer rates 50.97% or $12.10 per month.
Republic
For over three decades, Consolidated Disposal Services / Republic has served as the City's solid waste
provider. Retention of Republic as the City's solid waste contractor would allow for the continuation
of service delivery without a transition. Surrounding area cities — Alhambra, Hawthorne, Inglewood,
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Los Angeles, San Fernando, and Santa Fe Springs — are also currently contracted with Republic for
solid waste services. Republic included an annual student scholarship program, semi-annual compost
giveaway and shred events, access to its cloud -based reporting program, semi-annual Quality of Life
Clean-up Events, and an annual $20,000 public outreach fund. Its proposal would increase the current
residential customer rates by 5.01 % or $1.19 per month.
Valley Vista
Valley Vista is a family owned and operated company with over 60 years of experience,
currently serving nearby cities including Diamond Bar, Industry, La Puente, and Los Angeles.
Value added items included in the proposal include competitive rates, dedicated customer
convenience. center, and an assistance program for seniors and the disabled. Its proposal would
increase the current residential customer rates by 0.55% or $0.13 per month.
WM
Waste Management highlights its knowledge, diversion, service delivery, safety, technology,
customer experience, and financial stability. Recently, WM underwent a similar transition for the
City of Chino Hills. The company included a corporate citizenship program of $40,000 annually.
Its proposal would increase the current residential customer rates by 46.38% or $11.01 per
month.
Proposed Solid Waste Service Rates
A comparative table of the most common rates for residential and commercial customers is
provided in Table I below. It should be noted that the proposed rates would not take effect until
August 1, 2023.
Tnhle 1 e Summnry Cmmnarisnn of Common Rates
Upon commencement of the new franchise agreement and services, residents will have the
opportunity to evaluate service needs and customize the sizes of carts and bins to their specific
needs. In addition, multi -family and commercial properties may adjust both container sizes and
Residential
Commercial
Commercial
Commercial
Proposer
96 gallon
3 CY Trash
4 CY Trash
6 CY Trash
Current Rates
$23.74
$217.71
$290.27
$464.81
(Republic)
Athens
$35.98
$330.45
$385.12
$501.60
Burrtec
$35.84
$268.69
$341.97
$452.88
Republic
$24.93
$270.00
$359.99
$576.46
Valley Vista
$23.87
$189.90
$202.05
$226.37
Waste
$34.75
$359.22
$507.97
$813.41
Management
Upon commencement of the new franchise agreement and services, residents will have the
opportunity to evaluate service needs and customize the sizes of carts and bins to their specific
needs. In addition, multi -family and commercial properties may adjust both container sizes and
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service days to "right size" their service to their specific needs and potentially defray cost
increases.
Proposed Street Sweeping Costs
Currently, the City contracts with Athens for street sweeping services with an annual contract
amount of approximately $235,418 and is paid with special revenue funds, including Gas Tax
and Measure W at no cost to residents and businesses. The City's current street sweeping
contract with Athens expires on June 30, 2023.
At the November 8, 2022, City Council Integrated Solid Waste workshop, the City Council
directed staff to include street sweeping services as an option in the RFP to determine if there
would be cost savings through operational efficiency from having one company perform both
services. As noted above, the proposed cost for street sweeping services is not included in the
above proposed solid waste handling service rates (Table 1). The optional proposed street
sweeping costs for each proposer are shown in Table 2. Should the street sweeping services
option be elected as part of the Agreement, staff will continue to budget the street sweeping costs
in the City's budget with Gas Tax and Measure W, so that the residents and businesses only pay
for waste collection and the City pays for street sweeping as currently performed.
Table 2: Pronosed Street Sweening Costs
Proposer
Annual Street Sweeping Cost for
10 -Year & 15 -Year Terms
Current Cost
$235,418
Athens
Athens
$468,463
Burrtec
$458,529
Republic
$329,070
Valley Vista
$279,552
Waste
$346,000
Management
Proposal Evaluation Results
The evaluation team was in consensus with an overall ranking based on proposals and interviews
of Valley Vista ranked 1st, for both options: 1) without street sweeping services, as shown in
Table 3, and 2) with street sweeping services, as shown in Table 4. Details of the evaluation
process and criteria are shown in Attachment B - Evaluation Summary Report.
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Table 3: Final Evaluation Team Consensus Scoring without Street Sweeping Services
10 -Year Term
15 -Year Term
Rank
Max 100
Proposer
Rank
Score
Max. 100
Proposer
1
85.87
Valley Vista
1
85.87
Valley Vista
2
83.01
Republic
2
83.01
Republic
3
78.02
Burrtec
3
79.77
Athens
4
75.95
Athens
4
78.64
Burrtec
5
74.13
WM
5
74.13
WM
Table 4: Final Evaluation Team Consensus Scoring with Street Sweeping Services
10 -Year Term
15 -Year Term
Rank
Scor , Max 100
Proposer
Rank
Max 100
Proposer
1
85.87
Valley Vista
1
85.87
Valley Vista
2
83.54
Republic
2
83.12
Republic
3
76.70
WM
3
79.93
Athens
4
76.66
Burnec
4
77.18
Burrtec
5
76.30
Athens
5
76.70
WM
Based on the evaluation criteria, the proposal submitted by Valley Vista ranked 1st and has
demonstrated the ability to provide the best overall waste collection service to the City. Valley
Vista demonstrated key differentiating factors including but not limited to:
• Provided the lowest collection rates of all the proposers.
• The only proposer to have no exceptions or alternatives to the Agreement.
• Will be providing an entirely new fleet of RNG vehicles that will be operational at the
start of the Agreement.
• Serving Rosemead would fit into their core business model of focusing on the
surrounding areas they currently serve.
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The leadership of the company and key team members are local.
Comprehensive diversion program that meets and exceeds diversion laws.
Their proposed disposal facilities are among the closest proximity to Rosemead.
However, each proposer is well-qualified and can provide high-quality waste collection services
to the City. In addition, each of these companies would provide various service enhancements
and franchise fee revenues to the City.
Staff requests that: 1) the City Council review the proposal results, 2) select a contractor and
direct City Manager or his designee to negotiate an exclusive agreement subject to approval by
the City Council, 3) provide direction on including street sweeping services within the franchise
agreement procurement, 4) select the franchise agreement term (10 -year or 15 -year), and 5) if
needed provide direction to negotiate a month-to-month extension for up to four (4) months to
the current exclusive franchise agreement for comprehensive refuse services to allow adequate
time for the transitionary period.
ENVIRONMENTAL REVIEW
Staff has reviewed and determined that the proposed action is categorically exempt under the
California Environmental Quality Act (CEQA) Guidelines in accordance with Section
15061(b)(3) The project is covered by the general rule that CEQA only applies to projects that
have the potential for causing a significant effect on the environment. This item is not defined as
a project under the California Environmental Quality Act (CEQA); therefore, the proposed plan
is not subject to CEQA.
STAFF RECOMMENDATION
It is recommended that the City Council:
1. Find the proposed action is categorically exempt under the California Environmental Quality
Act (CEQA) Guidelines in accordance with Section 15061(b)(3)
2. Select a contractor and direct City Manager or his designee to negotiate an exclusive
agreement subject to approval by the City Council.
3. Provide direction on including street sweeping services within the franchise agreement
procurement.
4. Select the franchise agreement term; 10 -year or 15 -year.
5. Provide direction to negotiate a month-to-month extension, if needed, for up to four (4)
months to the current exclusive franchise agreement for comprehensive refuse services with
Republic Services to allow adequate time for the transitionary period.
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LEGAL REVIEW
The staff report has been reviewed by the City Attorney's Office.
FISCAL IMPACT
No additional funding is requested. Cost of consultant to assist with RFP and evaluation process
was included in Adopted FY 2022-23 Budget and will be reimbursed by the selected hauler upon
execution of the agreement. Associated staff time was included in adopted FY 2022-2023
budget.
STRATEGIC PLAN IMPACT
Solid waste collection is consistent with the City of Rosemead's Strategic Plan Goal C -
Infrastructure and Facilities, which is to enhance streets, sidewalks, and public infrastructure;
coordinate with relevant utility agencies regarding safety and enhancements; and modernize
facilities by expanding the use of wireless network technology and renewable energy.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Submitted by:
Michael Chung, P.E.
Director of Public Works
Attachment A: SB 1383 Compliance Program Implementation Plan
Attachment B: Evaluation Summary Report
Attachment C: Integrated Solid Waste Handling RFP Package
Attachment D: Waste Hauler Proposals (Hardcopies are available with City Clerk's Office)
Attachment A
SB 1383 Compliance Program
Implementation Plan
FINAL REPORT
City of Rosemead
submitted electronically on April 3, 2023
CONSULTING GROUP, INC.
RESOURCES • RESPECT- RESPONSIBILITY
Z3CONSULTING GROUP, INC.
RESOURCES -RES PECT- RESPONSIBILITY
April 3, 2023
Mr. Michael Chung, P.E.
Director of Public Works
City of Rosemead
8838 East Valley Boulevard, Rosemead, CA 91770
submitted via email: mchung@cityofrosemead.org
Subject: SB 1383 Compliance Program Implementation Plan — R3 Final Report
Dear Mr. Chung,
R3 Consulting Group, Inc. (R3) is pleased to submit the attached SB 1383 Compliance Program
Implementation Plan Report for the City of Rosemead (City). The objective of this Report is to assess the City's
current programs and recommend next steps to comply with organic waste reduction and recycling regulations.
The objectives of this project were to:
)) Analyze compliance of current programs, policies, and resources.
)) Recommend most -effective implementation approaches for state mandates.
)) Recommend record-keeping activities for monitoring effectiveness.
)) Estimate the City's staffing needs to undertake compliance actions.
)) Estimate the City's costs for SB 1383 compliance.
)) Analyze relevant solid waste market rates in surrounding jurisdictions.
The attached Report contains our findings and recommendations from the review of City programs,
policies, and resources, and addresses the following topics:
)) Municipal Code
)) Provision of Organic Waste Collection Services and Regulation of Haulers
)) Edible Food Recovery Program
)) Public Outreach and Education
)) Inspection and Enforcement
)) Purchasing Policy
)) Recordkeeping and Reporting
)) Resource Gap Analysis
We appreciate the opportunity to be of service to the City of Rosemead. Should you have any questions
regarding our Report or need any additional information, please don't hesitate to reach out directly.
Sincerely,
Rose Radford I Sr. Managing Consultant
R3 Consulting Group, Inc.
415.347.9536 1 rradford@r3cgi.com
Carrie Baxter I Sr. Managing Consultant
R3 Consulting Group, Inc.
916.878.7413 1 cbaxter@r3cgi.com
1512 Eureka Road, Suite 220, Roseville, CA 95661 1 p 916.782.7821 1 f 916.782.7824 1 �.r3cgi.com
TABLE OF CONTENTS
1. Executive Summary _................_..............................................................................1
Background................................................................................................. ....................... ........... .........
1
Summaryof Findings.............................................................................................................................1
Summary of Recommendations...................................................................A......................................1
4
Analysis & Recommendations ................................
Provision of Organic Waste Collection Services and Regulation
Edible Food Recovery Program ...............................................
Public Outreach and Education ...................................... .....
Inspection and Enforcement ..................................... .........
PurchasingPolicy ................................................ ...............
Recordkeeping and Reporting .........................
3. Resource Gap Analysis!T.............................................21
Program Management Costs.............................................................................................................21
SB 1383 Program Compliance Costs..................................................................................................22
4. Solid Waste Market Rates.......................................................................................23
SurveyMethodology ......................... _..... ...... ............ ..................... ................................................23
Solid Waste Market Rate Findings.......................................................................................................23
Supporting Figure
1 CalRecycle Commercial Edible Food Generator Business Types...................................................6
Supporting Tables
1
Rosemead Organic Waste Procurement Conversion...................................................................15
2
Cost Estimate for Meeting 100% of Procurement Target with Compost Purchase .......................16
3
Recordkeeping Options................................................................................................................19
4
Residential Rate Comparison.......................................................................................................23
5
Multi -Family and Commercial Garbage Rate Comparison............................................................24
6
Multi -Family and Commercial Recycling and Organic Waste Rate Comparison ............................24
7
Comparison of Free and Included Services...................................................................................25
Supporting Attachment
1 Compliance Assessment & Program Costs
City of Rosemead I SB 1383 Compliance Program Implementation Plan TOC R3
1. EXECUTIVE SUMMARY
Background
The City has engaged R3 to provide an assessment of the current compliance status and recommended
future actions to be taken. The City holds a franchise agreement with Republic Services (Republic). The
following report outlines and describes compliance activities, taken by the City and Republic, to date and
provides a roadmap towards future program growth in partnership with the hauler selected through the
Request for Proposals (RFP) process published on the City's website and PlanetBids on November 17, 2023.
Senate Bill (SB )1383, or Short -Lived Climate Pollutants: Organic Waste Methane Emissions Reductions,
establishes methane emissions reduction targets and grants CalRecycle the authority to pass regulations to
achieve those targets. The law is an unfunded state mandate, which passes the responsibility for achieving
targets to local agencies. This new state law has an immediate goal of reducing organic waste sent to landfill
and its ultimate objective of reaching statewide methane emissions reduction targets. More specifically, it sets
a statewide goal for the reduction in organic waste to landfills — 50% by 2020 and 75% by 2025 — in addition
to the recovery of 20% of edible food waste for human consumption.
SB 1383 requires local governments to provide organics collection to all generators, and all generators to
subscribe. It also has specific mandates for container systems; education and outreach programs; monitoring
and contamination reporting; and enforcement of regulations. CalRecycle's discretionary authority to begin
enforcement actions on jurisdictions and other entities for lack of compliance with SB 1383 started on January
1, 2022. Civil penalties may begin accruing as of January 1, 2023. The following report is supplemented by
the Compliance Assessment & Program Costs (Attachment 1).
Summary of Findings
The City is currently meeting SB 1383 requirements to the extent feasible at this time. The City has already
updated its Municipal Code. In January 2022, the City amended its Franchise Agreement to comply with SB
1383 requirements; however, providing organics collection to all generators has been difficult because each
customer must subscribe to service. The City also continues to collaborate with Republic to coordinate roles
and responsibilities regarding organic waste collection service requirements, education and outreach
requirements, and recordkeeping requirements.
The City should consider adjusting its Edible Food Recovery Program, including education and outreach as
well as inspection and enforcement protocols by collaborating with a local agency group such as the San
Gabriel Valley Council of Governments (COG). The City's environmentally preferable purchasing policy should
be developed or revised to comply with procurement requirements for recycled content paper products, and
the City will also need to develop a procurement plan for recovered organic waste products. R3's resource gap
analysis identified staffing and funding needs for program management and compliance actions.
Summary of Recommendations
The following next steps are recommended to comply with SB 1383:
1. Negotiate Next Tenn of Franchise Agreement: The terms and conditions of the franchise
agreement with the City's Integrated Solid Waste Handling Services Provider are extremely
important in terms of SB 1383 compliance. Amend the agreement terms to comply with SB 1383
requirements including provision of color -coded containers, compliance or route reviews, public
education and outreach, data tracking and reporting, and enforcement requirements. The City
must also provide written approval of Republic's use of organics processing facilities and obtain
written verification from processing facilities about the acceptance of compostable plastics and/ or
bags in the organic waste stream. These requirements may be satisfied by incorporating new
terms into the Draft Integrated Solid Waste Handling Services Agreement (included with the City's
RFP) or a separate memorandum of understanding. The City must include all documents
supporting enforcement of SB 1383 in its SB 1383 Implementation Record including the Solid
Waste Handling Service Agreement.
City of Rosemead 1 SB 1383 Compliance Program Implementation Plan 1 of 26 Z3
Executive Summary
2. Develop a Procurement Plan and Update Purchasing Policies: The City's Environmentally
Preferable Purchasing Policy requires an update to include procurement requirements for
recycled content paper products and recovered organic waste products. This may result in the
need to update purchasing contracts or preferences with contracted vendors. The policy should
also address compliant paper product purchases made with employee purchasing cards. The City
must include all documents supporting compliance with this requirement in its SB 1383
Implementation Record including receipts and invoices.
3. Develop an Inspection, Contamination Monitoring and Enforcement Program: The City will
need to develop protocols to comply with SB 1383 requirements for waivers of collection service,
contamination monitoring, investigation of complaints, inspections in coordination with the City's
hauler, and enforcement. Additionally, City offices and facilities will need to comply with
commercial generator requirements. The City must include descriptions of the protocols
developed to comply with these requirements and all documents related to inspections,
contamination monitoring, investigations, and enforcement for SB 1383 in its SB 1383
Implementation Record.
— Waivers: It will be necessary to re -verify commercial generators with AB 1826 waivers for
applicability for a SB 1383 waiver. The City may designate its hauler to assess waiver
applicability through site visits and provide supporting documentation. Waivers must be
issued by the City; approval authority may not be designated.
— Contamination Monitoring: R3 recommends the route review method of container
contamination monitoring. Route review container audits may be completed by visual
inspections or remote monitoring. Visual audits must inspect all three container streams
across all hauler routes. Education and outreach must be provided in response to
observation of contamination. The City may designate its hauler to complete these.
— Investigation of Complaints: The City may adapt an existing Customer Request
Management (CRM) system (e.g., Rosemead'Round the Clock) to receive public complaints
about violations of SB 1383 requirements. The City must also conduct inspections of
complaints, and provide follow-up about the resolution for said violations.
— Inspections: The COG's inspector, or another entity, will need to inspect Tier One and Tier
Two commercial edible food generators and food recovery agencies. The City will
coordinate with the COG, or another entity, for enforcement action as needed.
— Enforcement: The City's Municipal Code update outlines the enforcement and penalty
protocols. Beginning January 1, 2024, the City must provide Notices of Violation indicating
penalties will be issued for non-compliance. The City should issue the Notices of Violation
and administer the associated penalties.
— City Waste Diversion: Each City officeffacility must participate in recycling and organic
waste collection service or self -haul source separated material to an appropriate solid waste
facility or recovery activity. R3 recommends notifying City department representatives of this
requirement and hosting a training session and/or providing written guidance on how to
properly sort waste materials.
4. Assess Recordkeeping Software: R3 recommends the City consider using a recordkeeping
software, such as Recyclist or Minerva. A software will streamline recordkeeping activities and
reduce the staff time needed to prepare EARs. Implementation of a digital reporting system also
presents an opportunity to reduce staff time needed to regularly collect and aggregate hauler
reports.
5. Implement an Admin Fee and SB 1383 Fee to Fund Program Compliance: R3 has prepared
an analysis of potential staffing needs and additional funding needs for the City's costs needed to
adequately fund the City's SB 1383 compliance actions.
A checklist of compliance actions and recommended timeline is provided in Attachment 1.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 2 of 26 Z3
2. ANALYSIS & RECOMMENDATIONS
This section of the report provides a summary of the six main topics, listed below, of the SB 1383
regulations, our findings, and recommendations:
1. Provision of Organic Waste Collection Services and Regulations of Haulers (page 3)
2. Edible Food Recovery Program (page 6)
3. Public Outreach and Education (page 9)
4. Inspection and Enforcement (page 11)
5. Purchasing Policy (page 15)
6. Recordkeeping and Reporting (page 18)
Provision of Organic Waste Collection Services and Regulation
of Haulers
Summary
SB 1383 requires the provision of organic waste collection service to all commercial and residential waste
generators in the City. SB 1383 allows the City to provide compliant collection service through designated
haulers and a self -hauling program as described below.
Designated Haulers and Permitted Facilities
Designated haulers, including franchise and permitted haulers, must seek written approval from the City for the
organics processing facilities they intend to use.
Self -Hauling Program
Self -haulers must source separate organic waste for transport to a facility that recovers those materials.
Commercial and multi -family self -haulers must keep records, including delivery receipts and weight tickets.
Residential self -haulers are not required to keep records.
Three -Container Collection Service
The City currently provides a three -container collection system for residential waste generators and offers a
three -container collection system for commercial and multi -family waste generators. SB 1383 requires a three -
container collection system to comply with the following container color and labeling requirements:
)) Colors: A body or lid that is gray or black for garbage, blue for recycling, and green for organics. Functional
containers, including containers purchased prior to January 1, 2022, that do not comply with the
requirements of the subsection are not required to be replaced prior to the end of the useful life of those
containers, or prior to January 1, 2036, whichever comes first.
Labels: Container labels that include language or graphic images, or both, indicating the primary material
accepted and the primary materials prohibited in that container, or containers with imprinted text or graphic
images that indicate the primary materials accepted and primary materials prohibited in the container.
Pursuant 14 CCR Section 18984.8, the container labeling requirements are required on new containers
commencing January 1, 2022.
Residential generators must comply with the requirements of the City's three -container collection
system. SB 1383 requires residential generators to take the following actions:
)) Subscribe to and participate in the City's three -container collection system; may self -haul source -separated
waste in compliance with the City's self -hauling requirements.
)) Place source separated organic waste, including food waste, in the designated organic waste container.
)) Place source separated recyclable materials in the designated recycling container.
)) Place garbage in the designated garbage container.
)) Residential generators must not place contaminants (i.e., garbage) into the organic waste container or
recycling container.
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Analysis S Recommendations
Commercial and multi -family generators must comply with the requirements of the City's three -
container collection system. SB 1383 requires commercial and multi -family generators to take the
following actions:
)) Subscribe to and participate in the City's three -container collection system; or self -haul source separated
waste in compliance with the City's self -hauling requirements.
j) Place source separated organic waste, including food waste, in the designated organic waste container.
Place source separated recyclable materials in the designated recycling container.
Place garbage in the designated garbage container.
Commercial and multi -family generators must not place contaminants (i.e., garbage) into the organic waste
container or recycling container.
Supply and allow access to adequate number, size, and location of waste collection containers with
compliant labels or colors, consistent with the City's collection service, for employees, contractors, tenants,
and customers.
Annually provide information to employees, contractors, tenants, and customers about organic materials
recovery requirements, and about proper sorting of source separated organic materials and source
separated recyclable materials.
Provide information to new tenants within 14 days of occupation of the premises.
Provide or arrange access for the City or its representative to access their properties during all inspections
to confirm compliance.
Accommodate and cooperate with the City and/or hauler's contamination monitoring program.
Commercial generators, including City facilities, must comply with the following requirements for
organic waste generators:
)) Provide containers for the collection of source -separated organic waste and source separated recyclable
materials in all indoor and outdoor areas where disposal containers are provided for customers, for
materials generated by that business. Such containers do not need to be provided in restrooms or other
areas where a specific material type is not generated. The containers provided must meet the color or label
requirements conforming with the City's collection service program.
)) Prohibit employees from placing materials in a container not designated for those materials per the City's
collection service or self -haul program.
)) Periodically inspect organic materials, recycling, and garbage containers for contamination and inform
employees if containers are contaminated and of the requirements to properly sort waste materials.
Findings
Designated Haulers and Permitted Facilities
The draft Integrated Solid Waste Handling Services Agreement requires the winning proposer to use
facilities listed, which satisfies the SB 1383 requirement for jurisdictions to approve haulers' use of
facilities.
Self -Hauling Program
The City's Municipal Code updates to regulate self -hauling in compliance with SB 1383 requirements,
which allow residents and businesses to haul their own organic materials, recyclables, and garbage,
provided that they source -separate, deliver the material to appropriate facilities for diversion or disposal,
and maintain records (residential self -haulers are not required to maintain records).
Three -Container Collection Service
The City currently holds a franchise agreement for the regularly scheduled collection and processing of
garbage, recyclables, and organic waste providing services. Republic Services currently provides solid
City of Rosemead I SB 1383 Compliance Program Implementation Plan 4 of 26 (Z3
Analysis & Recommendations
waste collection services to the City's residents and businesses. The City's agreement with Republic
Services will expire on July 31, 2023. The City's franchise agreement grants Republic exclusive right to all
waste collection services for the single-family and multi -family sectors and front load garbage collection
services for the commercial and sector.
Republic provides bundled garbage, recycling, and organic waste collection service for the single-family
sector. Single-family residents are encouraged to comingle green material and food waste in green (and
sometimes brown) organics carts. Republic provides exclusive collection service for the multi -family
sector, commercial sector and also provides City Service, including recycling and organics service on an
opt -in basis.
In September 2022, City Council approved a professional consulting services agreement with R3 to assist
with procurement and negotiation of new solid waste franchise agreement for residential and commercial
customers. A request for proposals with a draft Integrated Solid Waste Handling Services Agreement
document was released on November 17, 2022.
The new draft Integrated Solid Waste Handling Services Agreement requires collection service in
the City comply with SB 1383s three -container collection service requirements, which includes:
)) Bundled collection service (garbage, recycling and organic waste) for all residents and business.
)) Color -compliant gray containers for the collection of garbage, green containers for organics, and blue
containers for recycling.
)) Compliant labels to all new containers that are distributed.
Recommendations
The City and R3 have collaboratively prepared an RFP document and associated integrated solid waste
handling services agreement. R3 recommends securing this new contract before the current agreement
with Republic expires on July 31, 2023.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 5 of 26 IZ3
Analysis & Recommendations
Edible Food Recovery Program
Background
By January 1, 2022, the City was required to identify all Tier One and Tier Two commercial edible food
generators, food recovery organizations and food recovery services (recovery agencies) operating within
the City and assess local edible food recovery capacity. SB 1383 Tier One and Tier Two commercial
edible food generator business types are presented as an infographic in Figure 1, below, followed by a
detailed listing of definitions.
Figure 1: CalRecycle Commercial Edible Food Generator Business Types
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A Tier One commercial edible food generator, as defined by SB 1383, means a commercial edible
food generator that is one of the following:
)) Supermarkets with gross annual sales of $2,000,000 or more.
Grocery store with a total facility size equal to or greater than 10,000 square feet.
)) Food service provider, which means an entity primarily engaged in providing food services to institutional,
governmental, commercial, or industrial locations of others based on contractual arrangements with these
types of organizations.
)) Wholesale food vendor, which means a business or establishment engaged in the merchant wholesale
distribution of food, where food (including fruits and vegetables) is received, shipped, stored, prepared for
distribution to a retailer, warehouse, distributor, or other destination.
)) Food distributor, which means a company that distributes food to entities including, but not limited to,
supermarkets and grocery stores.
A Tier Two commercial edible food generator, as defined by SB 1383, means a commercial edible
food generator that is one of the following:
)) Restaurant with 250 or more seats, or a total facility size equal to or greater than 5,000 square feet.
)) Hotel with an on-site food facility and 200 or more rooms.
City of Rosemead i SB 1383 Compliance Program Implementation Plan 6 of 26 IZ3
Analysis & Recommendations
Health facility with an on-site food facility and 100 or more beds.
)) Large venue, which means a permanent venue facility that annually seats or serves an average of more
than 2,000 individuals within the grounds of the facility per day of operation of the venue facility. For
purposes of this ordinance and implementation of 14 CCR, Division 7, Chapter 12, a venue facility includes,
but is not limited to, a public, nonprofit, or privately owned or operated stadium, amphitheater, arena, hall,
amusement park, conference or civic center, zoo, aquarium, airport, racetrack, horse track, performing arts
center, fairground, museum, theater, or other public attraction facility. For purposes of this ordinance and
implementation of 14 CCR, Division 7, Chapter 12, a site under common ownership or control that includes
more than one large venue that is contiguous with other large venues in the site, is a single large venue.
)) Large event, which means an event, including, but not limited to, a sporting event or a flea market, that
charges an admission price, or is operated by a local agency, and serves an average of more than 2,000
individuals per day of operation of the event, at a location that includes, but is not limited to, a public,
nonprofit, or privately owned park, parking lot, golf course, street system, or other open space when being
used for an event.
)) A state agency with a cafeteria with 250 or more seats or total cafeteria facility size equal to or greater than
5,000 square feet.
)) A local education agency facility with an on-site food facility. "Local Education Agency" means a school
district, charter school, or county office of education that is not subject to the control of City or County
regulations related to Solid Waste, or as otherwise defined in 14 CCR Section 18982(a)(40).
The City and/or designee (such as the County) must comply with the following edible food recovery
program requirements:
)) The City must develop and implement an edible food recovery program, mandated by Municipal Code,
which requires the following actions.
— All Tier One commercial edible food generators and food recovery agencies within the
service area have formal agreements' for edible food recovery beginning January 1, 2022.
— All Tier Two commercial edible food generators must have formal agreements with a food
recovery agency beginning January 1, 2024.
— Edible food generators and recovery agencies must keep records of the quantity, in pounds,
of edible food donated/recovered.
)) The City is responsible for annually distributing outreach and education to edible food generators, (as
discussed in the Public Outreach and Education section of this report), beginning no later than February 1,
2022.
— Los Angeles County is responsible for preparing and submitting an Edible Food Recovery
Capacity Study to CalRecycle by August 1, 2022, August 1, 2024, and every 5 years
thereafter. The County may request data from the City to complete these reports. The Edible
Food Recovery Capacity Study must include the following assessments:
• Estimated quantity of edible food disposed by generators in the City.
• Estimated quantity of currently available edible food recovery capacity or expected
recovery capacity. August 1, 2022 reporting covers capacity needs through
December 31, 2024. August 1, 2024, and all future capacity studies, cover capacity
needs for the 10 years following the capacity study (e.g., August 1, 2024 covers
January 1, 2025 through December 31, 2034).
)) If the results of the Edible Food Recovery Capacity Study reveal available and expected recovery capacity
is not sufficient to accommodate recovery of the total quantity of edible food disposed, the City is
responsible for preparing an implementation plan, within 120 days, describing how sufficient recovery
capacity will be secured.
' CalRecycle Model Food Recovery Agreement can be downloaded at the following web address:
httgs://www2. calrecycle. ca. govIDocsWeb/117921
City of Rosemead I SB 1383 Compliance Program Implementation Plan 7 of 26 JZ3
Analysis & Recommendations
)) The City must monitor Tier One generator and food recovery agency compliance beginning January 1,
2022, and Tier Two generator compliance beginning January 1, 2024, as follows.
— Conduct inspections to verify agreements and recordkeeping, which can be combined with
existing mandatory food facility inspections.
— Provide enforcement for noncompliant entities.
)) The Municipal Code must require food recovery agencies to submit records to the City quantifying the
pounds of edible food recovered, by month, for the previous calendar year.
Findings
The City, in collaboration with Republic, has completed or is in the process of completing the following actions to
comply with edible food recovery program requirements.
Identification of Commercial Edible Food Generators
Republic identified seven Tier One generators, and six Tier Two generators
Identification of Food Recovery Agencies, Recovery Capacity & Infrastructure
Republic provides a list of food banks and non -profits for the region under the "Food Recovery and Food
Donation' section of their Rosemead webpage.
Education, Outreach, and Inspections
Republic has identified the compliance status of each of the identified Tier One and Two generators.
Edible Food Recovery Capacity Study
The County of LA completed the City's capacity study on the City's behalf.
Recommendations
The R3 project team recommends that the City collaborate with a regional agency, such as COG, in a
regional edible food recovery program. The main mechanism by which the City would participate is by
contracting with COG's selected consultant to begin conducting inspections of Tier 1 and 2 generators.
There may be additional actions needed, such as identifying and coordinating with any edible food
recovery organizations in the City limits.
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Public Outreach and Education
Background
Generator Education and Outreach
SB 1383 requires extensive outreach and educational activities, although it does allow for use of
electronic outreach. Beginning no later than February 1, 2022, the City must annually distribute education
and outreach to all organic waste generators that includes the following information:
j) Information on organic waste generator requirements to properly separate materials in appropriate
containers, and provide labeling and education to employees and tenants on the requirements
)) Methods for prevention of organic waste and recycling organic waste on site
j) Community composting and any other local requirements
)) Information on methane reduction benefits
)) List of approved haulers and how to recycle
)) Public health and safety and environmental impacts
)) Information for edible food recovery programs
)) Details about the edible food recovery program
)) Any self -haul requirements
Edible Food Recovery Education and Outreach
The City is responsible for the following edible food recovery education and outreach:
Develop a list of food recovery organizations and services (food recovery agencies) operating in the City
and annually maintain the list on the City website. The list must include name, address, contact information,
collection area, and an indication of types of food the food recovery service or organization can accept for
recovery.
Provide edible food generators with the following information.
— Details of the Edible Food Recovery Program
— Commercial Edible Food Generator Requirements
— Available food recovery agencies and the location of the list on the City's website
— Actions to prevent the creation of food waste
The City may also include the edible food recovery education and outreach in the outreach
provided to all commercial organic waste generators.
Findings
Generator Education and Outreach
Republic provides printed outreach and education to customers. The second amendment to the Republic
franchise agreement also states Republic will provide staff resources to support the City's outreach.
Republic uses the following outreach and education collateral and communication channels:
)) Website
)) Flyers
)j Bill Inserts
Commercial and Multi -family Services Brochure
Residential Services Brochures
SB 1383 Chamber Advertisement
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Analysis & Recommendations
The City currently has a robust outreach and education program with print and digital media to
disseminate information about proper waste sorting behaviors to residents and businesses. City outreach
collateral and communication channels include the following:
)) Website
Social Media
Bill Inserts
Newsletters
It should be noted that most of the requirements of SB 1383 (and all the outreach and education requirements)
fall on the jurisdictions and not the contracted haulers. The new franchise agreement will require the
necessary education and outreach to comply with SB 1383.
Edible Food Recovery Education and Outreach
The City's website does not include the list of food recovery organizations and services (food recovery
agencies) operating in the City. Republic has proposed to provide the necessary education and outreach
to their identified edible food generators.
Recommendations
Generator Education and Outreach
R3 recommends reviewing all Republic outreach collateral copy for alignment with all SB 1383 requirements,
requesting updates as necessary and continuing to use these communications channels. Annual Service
Brochures would cover education and outreach about the operational and collection service requirements of
SB 1383. R3 suggests the City request the following outreach and education support from Republic:
)) Modify website to ensure all the required information about SB 1383 is provided to customers digitally.
The City will use existing communication channels (listed above) to provide outreach information not
included in Republic outreach collateral. Education not covered by Republic may include the following:
)) Methods for prevention of organic waste and recycling organic waste on site.
)) Community composting and any other local requirements.
)) Information on methane reduction benefits.
)) List of approved haulers and how to recycle.
)) Public health and safety and environmental impacts.
)) Information for edible food recovery programs.
)) Details about the edible food recovery program.
)) Self -haul requirements.
Edible Food Recovery Education and Outreach
Although Republic has proposed to provide the necessary education and outreach to their identified
edible food generators, R3 recommends that the City establish an alternative program at the same time
as the new franchise agreement is put in place. It is also recommended that the City update its website to
include a list of food recovery organizations and services (food recovery agencies) operating in the City
that includes the name, address, contact information, collection area, and an indication of types of food
the food recovery service or organization can accept for recovery.
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Analysis & Recommendations
Inspection and Enforcement
Background
There are three main areas of focus for inspection and enforcement requirements in the SB 1383
regulations. These include requirements include:
1. Generator Organic Waste Division
2. Contamination Minimization
3. Edible Food Recovery Inspection
Generator Organic Waste Diversion Requirements
SB 1383 requires all generators in each jurisdiction that produce organics, including food waste, as a part
of their waste stream to divert that material by subscribing to organics collection service, or self -hauling in
compliance with City requirements. Some limited waivers for physical space or de minimis organics
generation are allowed.
By January 1, 2022, and annually thereafter, the City will be required to complete a compliance review of
their solid waste generators. The compliance review must assess commercial generators that generate
more than two cubic yards of solid waste (garbage, recycling, and organics) per week for compliance.
This is similar to the compliance reviews for AB 341 and 1826 which the City currently conducts, with the
assistance of Republic. Compliance will primarily be measured by generators that are covered and
compliant (i.e., generate more than two cubic yards of solid waste per week and have organics service),
although there are some other requirements that also require ongoing compliance enforcement. A full list
of requirements is provided in the sub -section below.
Beginning January 1, 2022, and until December 31, 2023, the City is required to provide educational
materials to noncompliant generators describing the requirements of SB 1383 in response to violations.
The City is also required to investigate complaints of noncompliance by members of the public or other
entities and provide follow up regarding any resolutions.
Administration of Penalties
Beginning January 1, 2024, the City, or a designated enforcement body, are required to assess penalties
on all noncompliant entities. Compliance requirements include subscribing to organics service,
participating by source -separating recycling and organics, self -hauling source -separated
materials to facilities that accept and divert the materials, and making all three containers
available for customers and employees. Penalty levels are differentiated by first, second, and
third/subsequent violations and range from $50-500 per violation.
These requirements may include:
Failure to deliver material to a high diversion organic waste processing facility (for haulers and self -haulers,
including back -haulers such as supermarkets).
Reporting requirements for haulers and edible food recovery organizations.
Failure to arrange for edible food recovery or intentionally spoiling recoverable edible food.
Failure to properly sort material into garbage and organics containers.
Failure to provide adequate numbers, size, and location of containers as well as signage for proper sorting
on-site (this includes front -of -house for restaurants and other businesses that provide waste receptacles for
use by patrons).
Failure to provide information to employees, contractors, tenants, and customers annually, for businesses
and multi -family dwellings.
Failure to provide access to enforcement staff.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 11 cf 26 R3
Analysis & Recommendations
Waivers
While most solid waste account holders in the City will be covered under the requirements of SB 1383,
some waivers exist for generators. The City has previously developed a similar form for AB 1826
exemptions, and should take steps to modify this form to align with the waiver qualifications of SB 1383.
Acceptable waiver rationales under SB 1383 are as follows:
De Minimis: The commercial business' total solid waste collection service is two cubic yards or more per
week and disposed organic waste comprises less than 20 gallons per week of the business' total waste;
De Minimis: The commercial business' total solid waste collection service is less than two cubic yards per
week and disposed organic waste comprises less than 10 gallons per week of the business' total waste; OR
Physical Space: The property owners' on-site enclosure capacity does not provide sufficient space for
additional containers or three -container streams.
The City may develop a process for assessment and approval of waivers and determine if all or some of the
generator's SB 1383 requirements will be waived; this process will be similar to the existing exemption
review process. However, the de minimis waiver threshold for AB 1826 allows a higher quantity of organics
generation to qualify for a waiver than SB 1383 allows. The City may designate haulers or other entities to
assess waiver applicability through site visits and provide supporting documentation. Waivers must be
issued by the City; approval authority may not be designated. Every five years from the date of issuance of
the waiver, jurisdictions are required to reverify the waiver's applicability.
Contamination Minimization Requirements
SB 1383 Section 18995.1 requires the City to have an inspection and enforcement program for container
contamination minimization. For a three -container collection system, the City will have to implement one
of the two following container contamination minimization monitoring options beginning April 1, 2022.
1. Perform waste evaluations to assess container contamination for all three waste streams; or
2. Conduct annual route reviews of all hauler routes to assess container contamination for all three
waste streams.
Waste Evaluations
Cities pursuing the waste evaluation methodology for a three -container collection service must conduct
waste evaluations at least twice per year and the studies must occur in two distinct seasons of the year.
The waste evaluations must include:
Samples of each container type served by the jurisdiction;
Samples taken from different areas in the jurisdiction that are representative of the waste stream;
The prescribed number of samples given the number of generators on the route; and
Proper sorting and weighing of samples.
Follow-up outreach and education to address contamination may include a targeted route review before
distributing outreach or disseminating outreach to the entire route where contamination was identified. The
City must keep records of outreach provided.
Route Reviews
The City may meet its container contamination minimization requirements by conducting a route review of all
hauler routes annually. SB 1383 requires the City, or designee, conduct a "sufficient number" of route review
audits and does not require that all containers on a route be reviewed. The City may prioritize inspections of
entities that it determines are more likely to be out of compliance.
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Analysis & Recommendations
in each route review, the City must:
)) Visually audit collection containers and document observations of contamination. Visual audits may be
conducted by "lid flips" (physically opening a containers lid to view contents) or use of cameras. Issue
notice of observed contamination, which must include information regarding the generator's requirement to
properly separate materials into containers and may include photographic evidence of the violation.
)) Keep records of route review documentation and outreach provided.
R3 has analyzed two methodologies to determine a "sufficient number" of containers to review to satisfy this
requirement. We generally recommend that route reviews are used over waste evaluations.
Edible Food Recovery Inspection Requirements
Beginning January 1, 2022, jurisdictions will be required to conduct inspections of Tier One commercial
edible food generators and food recovery agencies to confirm that they are meeting the requirements of
the law (please see separate Edible Food Recovery Program analysis). Tier Two commercial edible food
generators inspections are required beginning January 1, 2024.
Additionally, penalties must be assessed by jurisdictions on edible food generators for.,
)) Failure to arrange to recover i.e., donate edible food (Tier One by January 1, 2022, and Tier Two by
January 1, 2024).
)) Intentional spoilage of edible food.
)) Failure to maintain records as required.
Findings
Generator Organic Waste Diversion Requirements
The City currently provides similar waivers to those required under SB 1383 for organics subscription as a
part of AB 1826 compliance activities and reporting. Waivers granted under AB 1826 will require
reassessment for applicability with SB 1383 requirements. The City may need additional staffing to meet
the requirements of organics subscription monitoring and reporting activities.
Contamination Minimization Requirements
Compliance reviews may be conducted by desk audit, similarly to AB 1826 customer account reviews. Republic
is obligated to meet contamination monitoring and notification requirements in SB 1383 by monitoring carts for
contamination visually and provide cart tags in response to violations; no remote monitoring system is used. A
dedicated Recycling Coordinator and Route Auditor are provided for such monitoring. Republic provides cart
tags to notify generators of contamination violations, sends a violation letter, and is able to assess contamination
fees after the third notification.
The City currently uses Rosemead 'Round the Clock to receive complaints from the public. The City can easily
adapt this system to receive complaints regarding SB 1383 compliance and respond with resolutions.
Enforcement staff currently use Accela to document inspections. As an alternative, the City may adapt Accela
to receive complaints, document inspections, and respond regarding resolutions. Other cities have also
customized Accela to document lid flip activities and follow-up outreach and education.
Edible Food Recovery Inspection Requirements
The City has partnered with Republic to perform the requirements of the edible food recovery program. So
far, Republic had completed identifications of Tier 1 and 2 generators.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 13 of 26 Z3
Analysis & Recommendations
Recommendations
Generator Organic Waste Diversion Requirements
R3 recommends that the hauler report noncompliant businesses to the City for the assessment of the
required penalties.
Contamination Minimization Requirements
R3 recommends that the City continue to require compliance reviews to be conducted by the City's hauler, or by
using recordkeeping software capable of automatically analyzing compliance for these generators (See
Recordkeeping and Reporting Section of this report for more information about such software).
Edible Food Recovery Inspection Requirements
As discussed above, R3 recommends that the City collaborate with other regional stakeholders on its edible
food recovery program and update the City website to include detailed information about local recovery
organizations and services.
Purchasing Policy
Background
Recovered Organic Waste Procurement Target
SB 1383 requires the City to procure a prescribed quantity of recovered organic waste products to meet a
procurement target quantity based upon population. The State will provide a procurement target, based
on population data for 2020, on or before January 1, 2022, and will recalculate the annual procurement
target every five years.
In late 2022, AB 1985 was passed reducing the procurement targets set in the regulations of SB 1383 to:
)) 30% of the target beginning on January 1, 2023.
)) 65% of the target beginning on January 1, 2024.
)) 100% of the target beginning on January 1, 2025 and thereafter.
The recovered organic waste products the City may choose to procure are:
» Compost and/or mulch.
» Renewable gas used for fuel for transportation, electricity, or heating applications.
» Electricity from biomass conversion.
SB 1383 language also requires that the City meet the following procurement program
requirements regarding recovered organic waste products:
)) Identify additional procurement opportunities within the City's departments and divisions for expanding the
use of recovered organic waste products.
)) Include all documents supporting compliance with this requirement in the implementation record required
including receipts, invoices, etc. supporting procurement, where the recovered organic waste products were
purchased and how it is being used by the City, written certifications (electricity from a biomass conversion
facility, renewable gas transportation fuel, etc.).
)) The City may also contractually designate a public or private entity as a direct service provider to procure
recovered organic waste products on behalf of the City. The City may acquire recovered organic waste
products through free distribution by a contractor to count toward the procurement target.
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Analysis & Recommendations
Recycled Content Paper Products
SB 1383 requires the City to procure paper products, printing and writing paper in compliance with the Public
Contracts Code (PCC) sections 22150-22154.
)) Paper products include, but are not limited to paper janitorial supplies, cartons, wrapping, packaging, file
folders, and hanging files, corrugated boxes, tissues, and toweling. Recycled paper products, printing and
writing paper must consist of at least 30 percent, by fiber weight, postconsumer fiber.
The City must also require businesses (e.g., bidders, contractors, and vendors) from whom it purchases
paper products to certify in writing:
)) The minimum, if not exact, percentage of post -consumer recycled material.
)) The products are eligible to be labeled with an unqualified recyclable label.
)) This certification may be waived if the product's label, catalog, invoice, or vendor's website provides the
required information.
The City must include all documents supporting compliance with this requirement in the implementation record
required including receipts, invoices, etc.
Findings
Recovered Organic Waste Product Procurement Target
According to data from CalRecycle, the population of the City is 54,229, establishing a procurement target for
recovered organic waste of 4,338 tons (of mulch). Table 1, below, displays the procurement target calculation
and details each qualifying organic waste type and the amount of each type needed to satisfy the recovered
organic waste procurement target, assuming one hundred percent of the procurement target is met through
the purchase of only one type of recovered organic waste product. SB 1383 does allow the City to meet this
procurement requirement through purchase of a combination of recovered organic waste products.
Table 1: Rosemead Organic Waste Procurement Conversion
' From CalRecycle Jurisdiction Procurement Targets Based on January 2021 Population Estimates
City of Rosemead I SB 1383 Compliance Program Implementation Plan 15 of 26 IZ3
• •
54,229
0.08
• `.
..
4,338
"
30% for
65% for
100% for 2025
Units
2023
2024
and Be and
Renewable gas in the form
21
27,331
59,218
91,105
DGE
of transportation fuel
Electricity derived from
242
314,962
682,418
1,049,873
kWh
renewable gas
Heating derived from
22
28,633
62,038
95,443
Btu
renewable gas
Electricity derived from
650
845,972
1,832,940
2,819,908
kWh
biomass conversion
Compost
0.58
755
1,636
2,516
Tons
Compost
1.45
1,887
4,089
6,291
CY
Mulch
1
1,301
2,820
4,338
Tons
' From CalRecycle Jurisdiction Procurement Targets Based on January 2021 Population Estimates
City of Rosemead I SB 1383 Compliance Program Implementation Plan 15 of 26 IZ3
Analysis & Recommendations
SB 1383 sets specific requirements for the applicability of each of these procurement options. The City
does not currently have access to electricity produced from organic waste, and therefore fulfilment of the
procurement target through the purchase of electricity derived from renewable gas or biomass conversion
are not viable options at this time. Compost is currently the most readily available compliant recovered
organic waste product.
The City will continue to assess options to comply with the procurement requirement, including the
procurement of compost. If the City pursues purchase of compost to satisfy the procurement target, a
total of 2,516 tons of compost must be purchased. Table 2, below, presents an example of a cost
estimate for this compliance scenario.
Table 2: Cost Estimate for Meeting 100% of Procurement Target with Compost Purchase
of approximately $90,000.
The City should gather data needed to benchmark use of compliant recycled organic waste
products through determining the following:
)) If the Parks and Recreation Department currently uses compost and/or mulch products.
)) If there is capacity for use of compost in managed lands.
)) If renewable natural gas is currently being used in facilities.
)) If any other main departments might be able to benchmark current use of the three purchases above.
Recycled Content Paper Products
The City should confirm that its existing purchasing policy and ordinance meets the above requirements.
Recommendations
Recovered Organic Waste Product Procurement Target
R3 recommends that the City obtain a small portion of the recovered organic waste procurement target
via its new franchise agreement, and pursue alternative approaches to meeting the target if the compost
and mulch procurement quantity is higher than what can be used by the City and its residents.
Additional funding may be needed to support the purchase of compost to satisfy the procurement target,
but we recommend funding that purchase after an end-use is discovered.
Recycled Content Paper Products
The City's Environmentally Preferable Purchasing Policy establishes most of the protocols necessary to
comply with this requirement.
R3 recommends updating the policy to specify the following:
)) Janitorial supplies that are paper products must also contain at least 30 percent, by fiber weight,
postconsumer fiber.
)) Require certification of the minimum percentage by vendors.
)) A protocol to store copies of purchasing including receipts, invoices, and certifications of the paper
product's compliance with this requirement.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 16 of 26 Z3
Analysis 8. Recommendations
Recordkeeping and Reporting
Background
SB 1383 Implementation Record
implementation and Recordkeeping Requirements specify that jurisdictions shall maintain all SB
1383 -required records in the Implementation Record, which is to include, at a minimum:
1. A copy of all ordinances or other similar enforceable mechanisms, contracts, and agreements, as
required by Implementation Requirements on Jurisdictions (Section 18981.22).
2. A written description of the jurisdiction's inspection and enforcement program that it uses to comply with
Jurisdiction Inspection Requirements (Section 18995.1) and Enforcement by a Jurisdiction (Section
18995.4).
3. All organic waste collection service records required by SB 1383's Recordkeeping Requirements for
Compliance with Organic Waste Collection Services (Section 18984.4).
4. All contamination minimization records required by Recordkeeping Requirements for Container
Contamination Minimization (Section 18984.6).
5. All waiver and exemption records required by Recordkeeping Requirements for Waivers and Exemptions
(Section 18984.14).
6. All education and outreach records required by Recordkeeping Requirements for a Jurisdiction's
Compliance with Education and Outreach Requirements (Section 18985.3).
7. All hauler program records required by Recordkeeping Requirements for Compliance with Jurisdiction
Hauler Program (Section 18988.4).
8. All jurisdiction edible food recovery program records required by Recordkeeping Requirements for
Jurisdiction Edible Food Recovery Program (Section 18991.2).
9. All recovered organic waste procurement target records required by Recordkeeping Requirements for
Recovered Organic Waste Procurement Target (Section 18993.2).
10. All recycled content paper procurement records required by Recordkeeping Requirements for Recycled
Content Paper Procurement (Section 18993.4).
11. All inspection, route review, and compliance review reports generated pursuant to the requirements of
Jurisdiction Inspection Requirements [Section 18995.1(d)].
12. All records of enforcement actions undertaken pursuant to Enforcement by a Jurisdiction (Section
18995.4).
13. All records of complaints and investigations of complaints required by Section 18995.3 and compliance
with the jurisdiction's Inspection and Enforcement requirements of Jurisdiction Inspection Requirements
(Section 18995.1).
14. All records required by Recordkeeping if the jurisdiction is implementing a performance-based source -
separated organic waste collection service under Article 17 (Section 18998.4).
CalRecycle published a Model Implementation Record Too13 available for download as a Microsoft Excel
workbook.
Records Specific to Inspections
The City is required to annually report activities for the previously discussed requirements, including organics
subscription, exemptions and waivers, route reviews, and edible food recovery efforts, to CalRecycle.
2 Citations correspond to the SB 1383 regulations adopted in 2020 that created 14 CCR, Division 7, Chapter 12 and
amended portions of regulations of 14 CCR and 27 CCR.
3 Model Implementation Record Tool
City of Rosemead 1 S131383 Compliance Program Implementation Plan 17 of 26 IZ3
Analysis & Recommendations
Records must include:
)) Copies of all documentation of route reviews, compliance reviews, and inspections:
— Includes identifying information, inspection date, person who conducted action, findings, and
evidence of findings (i.e., photos).
— Route reviews must have a description of the locations of the reviews and addresses where
prohibited container contaminants were found.
)) Copies of all enforcement actions, including Notices of Violation and penalty orders.
)) A list of the date(s) that the jurisdiction determined an entity complied with a Notice of Violation and the
evidence that supports that compliance determination.
Copies of notices and educational material provided to generators.
Reporting
Reporting and documentation to CalRecycle is a required action by jurisdictions, similar to the type of
reporting standards jurisdictions report annually as a part of its Electronic Annual Report (EAR). The City or
County is responsible for reporting to CalRecycle according to the following schedule.
Initial Compliance Report (City): April 1, 2022 – Complete
Capacity Studies (County): August 1, 2022, and every 2 years thereafter
)) Organic Waste Recycling Capacity Study
— Covering the period January 1, 2022 - December 31, 2024
)) Edible Food Recovery Capacity Study:
— Covering the period January 1, 2022 - December 31, 2024
Implementation Schedule (City): Approximately December 1, 2022 (dependent upon capacity
study findings)
)) If either of the capacity studies report a lack of sufficient capacity to recover the amount of organic waste
and/ or edible food estimated to be disposed, the County must notify each jurisdiction that lacks sufficient
capacity on or before the date the capacity study is submitted to CalRecycle.
Each jurisdiction in the County that lacks sufficient capacity must then prepare an implementation schedule,
demonstrating how additional capacity will be secured. The City must submit the implementation schedule
within 120 days of the date the County submitted the capacity study.
First SB 1383 EAR (City): October 1, 2022 – Complete
)) The first EAR will cover the period January 1, 2022- June 30, 2022
)) Contents will include:
— Organic waste collection service requirements.
— Implementation of the contamination monitoring requirements.
— Implementation of waiver requirements.
— The number of organic waste generators and edible food generators that received
information and the type of education and outreach used.
— Hauler oversight.
— CALGreen and Model Water Efficient Landscape projects.
— Implementation of the Edible Food Recovery Program.
— Procurement activities.
— Implementation of the compliance, monitoring, and enforcement requirement.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 18 of 26 IZ3
Analysis & Recommendations
SB 1383 EAR (City): August 1, 2023
)) Subsequent EARS will cover the entire previous calendar year (e.g., January 1, 2022- December 31, 2022).
)) Contents will include the same requirements listed under the First EAR.
Findings
Republic Reports
Hauler reports to the City will include all required information under the new draft Integrated Solid Waste
Handling Services Agreement.
City Records and Reports
The City and Republic track commercial generator waivers issued, the reason for waiver and the dates of
waiver application and approval. The City and Republic should also track education and outreach
activities for commercial, multi -family, and residential generators. The City's contract with the COG
consultant (or another mechanism) will outline the recordkeeping and data sharing process for the Edible
Food Recovery Program.
Recordkeeping Software
Many jurisdictions are considering the use of recordkeeping software to aggregate records and streamline
the reporting process. We understand that the City likely intends to use Recyclist for this purpose, with
costs paid by the selected Integrated Solid Waste Handling Services provider. Options for recordkeeping
software are included in the Table 3, below.
Table 3: Recordkeeping Options
Track generator compliance
X ✓
✓
Track outreach activities
X ✓
✓
Track compliance waivers
X ✓
✓
Track violations and enforcement
X ✓
✓
Track route review data and documentation
X ✓
Identify edible food generators
X ✓
Store data about edible food recovery agencies
X ✓
Store self -haul data
X ✓
Store complaint data
X ✓
Store inspection data
X ✓
t
Feature will track location of records, but records need to be kept in City file system X
Feature stores records within the software, not in City file system ✓
The City could also consider adaptation of an existing Customer Request Management software
(examples include Rosemead 'Round the Clock, Accela or Salesforce), although R3 is not
aware of any cities that do so.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 19 of 26 IZ3
Analysis & Recommendations
Edible Food Recovery Matching and Recordkeeping Software options include ChowMatch, Copia, Food
Rescue Hero, Food Rescue US, LinkYeed, MEANS, RePlate, Waste No Food, and more.
Recommendations
Republic Reports
The City will need to obtain copies of records from Republic for inclusion in the Implementation Record
including copies of outreach materials provided to customers, supporting documentation for contamination
monitoring, copies of Notices of Violation (Le., cart tags and violation letters), and supporting documentation
for waiver assessments if applicable.
City Records and Reports
R3 recommends the City develop a protocol for keeping records associated with implementation
of the following SB 1383 compliance activities:
)) Procurement of organic waste products.
Procurement of recycled content paper products.
Container contamination minimization monitoring.
Enforcement activities.
Potential Compliance Configuration Using Software
R3 recommends the City consider utilization of a recordkeeping software as described above. Use of
software will streamline recordkeeping activities and reduce the staff and hauler time needed to prepare
EARs. Implementation of a digital reporting system also presents an opportunity to reduce staff time needed
to regularly collect and aggregate hauler reports.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 20 of 26 P'3
3. RESOURCE GAP ANALYSIS
SB 1383 compliance will require enhancing public education activities, implementation of monitoring and
enforcement activities, as well as other changes, all of which have potential cost impacts. The following are
initial planning level cost estimates associated with required City activities necessary to comply with SB 1383.
Please note that these are initial cost estimates subject to change based on, among other things, how the City
will address various requirements (e.g., manage requirements using in-house staff, require haulers to handle,
hire third -party contractors). For purposes of the cost estimates presented below, we did not estimate cost for
hauler compliance.
Program Management Costs
For purpose of planning, R3 has estimated a fully loaded annual staff costs of $125,000 for Solid Waste
Program Staff; these salary estimates are for planning purposes and are not actual costs. At this time, we
recommend that one new staff position is added, with responsibilities as outlined below. This estimate
represents additional workload associated with SB 1383 requirements and does not include the City staff time
currently invested in solid waste program management. Attachment 1 (third tab) presents an estimated cost
breakdown for program management costs, by task.
Calculations for program management costs are based on the following assumptions for completing activities
necessary to comply with SB 1383.
)) Education and Outreach: Funding would be allocated for Solid Waste Program Staff to complete work
such as site visits to assist in proper sorting, waiver verification, encouragement to participate, investigation
of a complaint, or other assistance; and administrative duties including phone calls, mailing letters, provision
of outreach, website updates, etc.
)) Compliance Monitoring: Republic, and the future hauler selected via the City's RFP process, will identify
some businesses as non-compliant. Solid Waste Program Staff will also receive public complaints about SB
1383 violations and conduct investigations as necessary.
)) Edible Food Recovery Program: Solid Waste Program Staff should allocate some staff time for
coordinating compliance for edible food generators that are not currently donating surplus edible food. Solid
Waste Program Staff will coordinate edible food recovery program startup and implementation support with
the Council of Governments (COG), or another agent such as a consultant, and may provide site visits to
commercial edible food generators.
)) Organic Waste Product Procurement: The purchase of SB 1383 compliant compost, mulch, and possibly
electricity to meet the City's procurement requirement.
)) Recordkeeping and Reporting: While Republic (and the City's future selected hauler) will do the majority
of recordkeeping and reporting, Solid Waste Program Staff should allocate some time for recordkeeping
and reporting activities. Implementation Record maintenance will require in-depth recordkeeping requiring
staff time. Additionally, Solid Waste Program Staff will attend meetings with CalRecycle and submit
compliance reports.
)) Solid Waste Program Enforcement (2022- 2023): SB 1383 allows the City to develop a progressive
enforcement plan focusing on outreach and education from January 2022- December 2023, before
escalating to provision of administrative citations beginning in 2024. Solid Waste Program Staff will
coordinate inspections, compliance engagement, and enforcement actions with haulers and provide
educational Notices of Violation for non-compliant businesses.
)) Edible Food Recovery Program Enforcement (2022- 2023): Solid Waste Program Staff and Enforcement
Staff will coordinate with the COG, or another agent such as a consultant to provide targeted outreach,
education and enforcement for commercial edible food generators that are not participating in an edible
food recovery program. Solid Waste Program Staff should allocate time in 2022 and 2023 to provide
Notices of Violation and in-depth education and outreach.
)) Solid Waste Program Enforcement (2024- 2026): Enforcement Staff, either located within Code
Enforcement or Public Works, should allocate staff time for non-compliant businesses per year beginning
2024 through 2026. Enforcement action will include follow-up investigations for Notices of Violation,
collection of evidence and filing documentation, and assessment of administrative citations as necessary.
)) Edible Food Recovery Program Enforcement (2024- 2026): Enforcement Staff should allocate for non-
compliant commercial edible food generators beginning 2024 through 2026 to provide follow-up
investigations and assess administrative citations as needed.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 21 of 26 IZ3
Resource Gap Analysis
SB 1383 Program Compliance Costs
R3 estimates program compliance, including program management costs, will cost approximately
$265,000 annually. The resource gap analysis includes the following estimated cost components and is
not based on actual costs:
)) Program management costs of $67,500 for a half-time solid waste compliance program manager.
)) Enforcement costs of $67,500 for a half-time solid waste compliance program manager with administrative
citation authority
)) Edible food recovery program funding in the amount of $40,000. The estimated cost to fund implementing
the edible food recovery program is based upon an initial estimate from the COG.
)) Procurement costs of $90,000 for 100% compliance with the procurement requirement.
Options for funding include:
)) City may fund some or all costs via SB 1383 fee passed on to the franchised hauler (and thus to
ratepayers).
)) City may fund some or all costs via other funding sources (i.e., general fund).
)) For example, the City may choose to fund edible food recovery capacity and/or procurement requirements
via other funding sources while funding other programs via an SB 1383 fee.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 22 of 26 IZ3
4. SOLID WASTE MARKET RATES
Survey Methodology
To give the City a better understanding of the solid waste operations in the communities in the immediate
vicinity, R3 conducted a Rate and Services Survey to compare solid waste rates and services in
surrounding cities to those in the City. The information in the survey includes residential and commercial
collection rates.
The survey was conducted through telephone and email inquiries as well as internet research. The
following jurisdictions were included in the survey:
Year Weekly
Collection
2023
)) Alhambra )) Duarte
)) Temple City
)) Arcadia )) EI Monte
)) Walnut
)) Baldwin Park )) La Puente
)) West Covina
)) Covina )) Monrovia
2022
Limitations
Many factors can affect the rates in a given jurisdiction, including the rate structure (e.g ,VP0'able can rate
or unlimited service), the type, frequency and level of services, and the amount of fees. Wi4r , ue not
attempted to adjust rates for any such differences.
Solid Waste Market Rate Findings
Rate Comparison
Table 4, below, provides a rate comparison of the residential solid waste rates in each of the jurisdictions
surveyed. Rosemead's current residential rate is lower than all nearby jurisdictions included in the survey.
This could be due to a variety of reasons including hours of operations and other services including
special waste pick-ups (bulky, e -waste, u -waste, etc.), single stream versus mixed processing and the
responsibility of street sweeping. This may also be attributable to having only one container size offered
to residents.
Table 4: Residential Rate Comparison
Jurisdiction
Rosemead
Hauler Effective
Republic Services
Year Weekly
Collection
2023
96 Gallon
Service
$23.74
Alhambra
Republic Services
2022
$23.86
Walnut
Valley Vista Services
2022
$27.82
EI Monte
Valley Vista Services
2021
$31.49
Duarte
Burrtec Waste Industries
2022
$32.15
Arcadia
Waste Management
2022
$33.46
West Covina
Athens
2020
$36.17
Covina
Athens
2022
$36.28
Monrovia
Athens
2022
$39.68
Temple City
Athens
Average without
2022
Rosemead
$46.47
City of Rosemead I SB 1383 Compliance Program Implementation Plan 23 of 26 [Z3
Solid Waste Market Rates
Table 5 provides a rate comparison of the multi -family and commercial trash collection rates in each of
the jurisdictions surveyed. Republic Services current trash collection rates in the City are less than the
average 3CY and 4 CY container rates when compared to neighboring jurisdictions. Multi -family and
commercial customers are currently charged approximately 19% more than the average of neighboring
jurisdictions for 6CY trash collection.
Table 5: Multi -Family and Commercial Garbage Rate Comparison
Jurisdiction
Walnut
Effective Date
2022
$171.86
$207.31
$245.55
Alhambra
2022
$196.73
$255.45
$305.29
Covina
2022
$200.52
$243.67
$305.80
Rosemead
2023
$217.71
$290.27
$464.81
EI Monte
2022
$220.57
$293.38
$441.18
Duarte
2022
$230.26
$307.15
$460.85
Monrovia
2022
$231.53
$282.40
$412.02
West Covina
2020
$245.99
N/A
N/A
Temple City
2022
$293.77
$344.18
N/A
Arcadia'
Average
2022
without Rosemead
$312.59
$233.76
$416.84
$293.80
$521.01
' Arcadia's franchised services are provided for single family and multi -family properties only.
Table 6, below, provides a rate comparison of the multi -family and commercial recycling and organic
waste collection rates in each of the jurisdictions surveyed. Multi -family and commercial customers with
3CY of recycling collection service are currently charged approximately 25% more than neighboring
jurisdictions. Republic Services current organic waste collection rates in the City range from 9 -14% less
than the average rates in neighboring jurisdictions.
Table 6: Multi -Family and Commercial Recycling and Organic Waste Rate Comparison
EI Monte
2022
Recycling
$126.98
Organic Waste
$142.91
64 -gallon
Organic
N/A
Arcadia
2022
$131.20
N/A
N/A
Duarte
2022
$147.41
N/A
$52.11
Rosemead
2023
$174.16
$154.15
$69.30
Alhambra
2022
N/A
N/A
N/A
Walnut
2022
N/A
$193.61
N/A
West Covina
2020
N/A
N/A
N/A
Covina
2022
N/A
N/A
$107.18
Monrovia
2022
N/A
N/A
N/A
Temple City
Average
2022
without Rosemead
N/A
$135.20
N/A
N/A
I Arcadia's franchised services are provided for single family and multi -family properties only.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 24 of 26 P,3
Solid Waste Market Rates
Services Comparison
R3 compiled service data that is free or included as part of a customer's collection rate by reviewing
Agreements and publicly available data via jurisdiction websites. Below is a summary of free and included
services that could affect residential and commercial rates. This information is also summarized in Table
7, below.
Table 7: Comparison of Free and Included Services
EI Monte
x
Arcadia
x
✓
x
Duarte
V
V
✓
Rosemead
x
'Oe
Alhambra
x
Walnut
West Covina
Covina
'�
Monrovia
x
`�
Temple City
Offered
Not Offered x
Information Not Provided
Street Sweeping Services
There is a direct nexus between street sweeping and solid waste management, and street sweeping is
often operated as part of solid waste services. Street sweeping is another aspect of the trash collection
system, similar to standard curbside services.
The associated community benefit is that street sweeping is a solid waste best practice that also provides
stormwater management. As shown in Table 9, about half of the jurisdictions surveyed have street
sweeping services incorporated into their solid waste management agreements.
Collection at City Facilities
It is common practice to provide collection services to City facilities at no additional charge as part of the
franchise and exclusive right granted to the franchisee.
Illegal Dumping
The associated community benefit to providing illegal dumping collection is a proactive and concerted
effort to identify solid waste related issues and work with the hauler to hastily collect such waste resulting
from illegal dumping and homeless camps where refuse accumulates. As shown in Table 9, the majority
of surveyed communities have an illegal dumping program.
Holiday Tree Collection
It is industry standard to provide holiday tree collection services either curbside next to the cart, or at a
centralized location in the City.
City of Rosemead 1581363 Compliance Program Implementation Plan 25 of 26 I3
f�
tin r� mss, ,�. ,
Solid Waste Market (Sates
Bulky Item Collection
Bulky item collection programs differ greatly from one contract to the next. The following outlines the
differences that we identified while gathering comparative data:
)) Rosemead offers single-family residents 25 bulky item pickups per year, with up to 5 items collected per
collection. Multi -family dwellings are offered collection of up to 4 bulky items per pickup with 4 pickups that
may be scheduled each year.
)) EI Monte offers the collection of up to 20 items per year to residents.
)) Arcadia offers 4 free item pickups per year for single-family residents and 2 free item pickups per year for
multi -family dwellings.
)) Duarte offers two bulky item collections per year.
)) Alhambra offers the collection of four bulky items per year at no additional charge.
)) Walnut offers an unlimited weekly collection at no additional charge.
)) Covina provides on-call bulk item collection.
)) Monrovia offers up to 4 cubic yards of bulky waste collection twice per year.
)) Temple City offers an unlimited weekly collection at no additional charge.
City of Rosemead I SB 1383 Compliance Program Implementation Plan 26 of 26 IZ3
Attachment B
Evaluation Summary Report
fZ3
FINAL REPORT
City of Rosemead
submitted electronically on March 31, 2023
CONSULTING GROUP, INC.
RESOURCES -RES PECT- RESPONSIBILITY
Z3CONSULTING GROUP, INC.
RESOURCES • RESPECT- RESPONSIBILITY
March 31, 2023
Mr. Michael Chung, P.E.
Director of Public Works
City of Rosemead
8838 East Valley Boulevard, Rosemead, CA 91770
submitted via email. mchung@cityofrosemead.org
Subject: R3 Evaluation Summary Report
Dear Mr. Chung,
R3 Consulting Group, Inc. (R3) is pleased to submit the attached Evaluation Summary Report for the City of
Rosemead (City). The goal of this engagement was to conduct a transparent procurement process that focused
on compliant collection programs, competitive rates, and high -levels of customer service. On January 26, 2023,
the City received responses to the Request for Proposal (RFP) process from five proposers (Athens Services,
Burrtec Waste Industries, Republic Services, Valley Vista, and Waste Management).
The following report summarizes the RFP process, submitted responses, evaluation results, and a comparison
of rates in the surrounding area.
We appreciate the opportunity to be of service to the City of Rosemead. Should you have any questions
regarding our Evaluation Summary Report or need any additional information, please don't hesitate to reach out
directly.
Sincerely,
A'V\-A 'vOMA7�1
Carrie Baxter I Sr. Managing Consultant
R3 Consulting Group, Inc.
916.878.7413 1 cbaxter@r3cgi.com
1512 Eureka Road, Suite 220, Roseville, CA 95661 1 p 916.782.7821 1 f 916.782.7824 1 www.r3cgi.com
TABLE OF CONTENTS
1. Executive Summary.......................................................................................................1
Background.............................................................................................................................
1
Summary Assessment............................................................................................................
1
RFPProcess............................................................................................................................
2
EvaluationProcess..................................................................................................................2
Commercial Garbage Collection (4CY Bin Collected 1 Time per Week)....................................27
Recommendations...................................................................................................................
5
2. Summary of RFP Responses.....................................................................................
6
Key Terms and Services..........................................................................................................
6
ProposalSummaries................................................................................................................
6
Technical Plan Comparisons.................................................................................................
21
ProposedRate Analysis.........................................................................................................
23
3. Surrounding Area Rate Comparison.....................................................................26
Residential Rate Comparison................................................................................................ 26
Commercial Rate Comparison............................................................................................... 26
Supporting Figures
3-1
Residential Curbside Collection (90-96 Gallon Carts).................................................................26
3-2
Commercial Garbage Collection (3CY Bin Collected 1 Time per Week)....................................27
3-3
Commercial Garbage Collection (4CY Bin Collected 1 Time per Week)....................................27
34
Commercial Garbage Collection (6CY Bin Collected 1 Time per Week)....................................27
3-5
Commercial Recycling Collection (3CY Bin Collected 1 Time per Week)...................................28
3-6
Commercial Organic Waste Collection (1CY Bin Collected 1 Time per Week)...........................28
3-7
Commercial Organic Waste Collection (60-65 Gallon Cart Collected 1 Time per Week) ............
28
Supporting Tables
1-1
Evaluation Committee Results (Proposals) without Street Sweeping Services ............................3
1-2
Evaluation Committee Results (Proposals) with Street Sweeping Services.................................4
1-3
Evaluation Committee Results (Interviews)..................................................................................4
14
Evaluation Rating Summary without Street Sweeping Services...................................................5
1-5
Evaluation Rating Summary with Street Sweeping Services........................................................5
2-1
Proposed Disposal Facilities.......................................................................................................21
2-2
Proposed Recycling Processing Facilities..................................................................................21
2-3
Proposed Organic Waste Processing Facilities..........................................................................22
24
Proposed Vehicle Counts...........................................................................................................22
2-5
Technical Specifications by Proposer.........................................................................................23
2-6
Capital Startup Costs..................................................................................................................23
2-7
Year 1 Rate Revenues (10 -Year Term)......................................................................................24
City of Rosemead I Evaluation Summary TOC Z3
2-8
Year 1 Rate Revenues (15 -Year Term)......................................................................................24
2-9
Payments to City (10 -Year Term)...............................................................................................24
2-10
Payments to City (15 -Year Term)...............................................................................................25
2-11
Revenue to Hauler (10 -Year Term)............................................................................................25
2-12
Revenue to Hauler (15 -Year Term)............................................................................................25
City of Rosemead I Evaluation Summary TOC Z3
1. EXECUTIVE SUMMARY
Background
The City of Rosemead is an urban suburb located in the San Gabriel Valley, 10 miles east of downtown Los
Angeles. The City is a community of about 51,000 situated in southern California. Republic Services currently
provides residential and commercial solid waste management services through a Franchise Agreement that
will expire on July 31, 2023. Athens Services provides Street Sweeping for the City. No other haulers are
licensed to provide any collection services within the City.
In September 2022, the City Council approved a professional consulting services agreement with R3
Consulting Group Inc. (R3) to assist with procurement and negotiation of a new solid waste franchise
agreement for residential and commercial customers. Staff and R3 worked to create a Request for Proposals
(RFP) document, create a draft agreement, and met with the City Council on November 8, 2022 for a
workshop. At the Workshop, the Council provided feedback on the RFP process, timeline, and desired
services and directed staff to proceed to issue the RFP for the City's solid waste collection service Franchise
Agreement. The RFP package was released on November 17, 2022.
Summary Assessment
Specifically, the City is faced with the recent changes in State regulation related to SB 1383 and AB 1826. R3
adapted language for the draft agreement to include AB 1826 and SB 1383 requirements on the franchised
hauler. Considerations included:
)) Whether new or expanded organics collection programs are needed.
)) Container colors and labeling.
)) Education and outreach.
)) Generator monitoring.
)) Processing and diversion requirements.
)) Procurement of recovered organic materials.
)) Tracking for CalRecycle compliance.
To address these challenges, the RFP included the following key terms:
)) 10 -year base term beginning on July 1, 2023, or a maximum of a 15 -year option.
Billing and fees including:
— Procurement reimbursement fee (one-time, due 30 days after contract is signed).
— Franchise fee payments of 10%.
— Mitigation Fee –Optional.
— Annual SB 1383 and Administrative Fee.
— Annual CPI rate adjustments will begin July 1, 2024, and each July 1 thereafter during the
term of the Agreement by multiplying the prior year's Maximum Service Rate by 1 plus the
percentage change in the "Consumer Price Index" or CPI index with a 4% rate adjustment
cap annually.
Compliance with all legislative requirements, and new SB 1383 Services including:
— Bundled rates, including minimum recycling and organics services, for all customers and
green/organic containers to include collection of food waste.
— New carts and newly painted bins to meet SB 1383 color and labeling requirements.
— Residential kitchen food waste pails.
— Outreach and education.
— Route audits.
— Contamination monitoring.
— Reporting.
— Mulch or compost delivery to the City to support new procurement requirements.
City of Rosemead I Evaluation Summary 1 of 27 P,3
Executive Summary
— Support for edible food recovery program.
RFP Process
City staff and R3 prepared and released an RFP for a solid waste contractor. The RFP was published on the
City's website and at https://pbsystem.planetbids.com/portal/54150/portal-home on November 17, 2022.
On December 5, 2022, a mandatory pre -proposal conference was held, and the following prospective
proposers attended:
)) Athens Services
)) Burrtec Waste Industries
)) Republic Services
)) Valley Vista
)) Waste Management
Two addenda were released to provide responses and clarifications to questions submitted by the solid waste
contractors. On January 26, 2023, the City received formal responses from all five solid waste contractors that
attended the pre -proposal conference.
Evaluation Process
Roles and Responsibilities
Evaluation Committee
An Evaluation Committee was formed, made up of the City's Public Works Director, City staff, and R3 staff.
The role of all Evaluation Committee members was to evaluate all proposals received in response to the RFP,
score the proposals in accordance with the evaluation criteria published in the RFP document, and provide a
summary of the proposals for City Council.
City Council
The City Council is responsible for ensuring applicable City laws, rules, and policies are observed and
ultimately select the Proposal to provide service to the City.
Criteria & Methodology to Evaluate Proposals
The RFP Package included an initial Pass/Fail review to check for completeness and compliance with the
proposal requirements. Proposals that have been determined to be complete and in compliance with the
proposal requirements will undergo further evaluation using the following evaluation criteria:
)) Qualifications
)> Technical Approach
}) Sustainability
)) Service Rates
As stated in the RFP Package, the evaluation process involved a 2 -step process. For the first step, an initial
"Pass/Fail" review was conducted to check for completeness and compliance with the proposal requirements.
Second, a consensus scoring model was used, with City Council having final approval. Consensus scoring
means that each evaluator scored each proposal and interview individually, then the evaluation team came
together to discuss those scores. The consensus score is the result of the evaluation team coming to
consensus on a single combined score. This allows for the entire evaluation team to discuss the proposals
and work through any concerns prior to presenting final recommendations to City Council.
In determining and evaluating the best proposal, prices were not considered to be controlling, instead quality,
equality, efficiency, utility, general terms, delivery, suitability of the service offered, and the reputation of the
City of Rosemead I Evaluation Summary 2 of 28 P,3
Executive Summary
service provider in general was also considered, with any other relevant factors that came up during the
review.
The Evaluation Committee conducted consensus scoring at two key points in the evaluation process: (1)
Following the initial review of proposals on February 14, 2023 and (2) Following interviews on February 28,
2023.
Results
The Evaluation Committee met several times from the date the proposals were received to discuss questions
and concerns, prepare for interviews, and come to consensus on evaluation results.
The five proposals were individually evaluated before February 14, 2023 by the Evaluation Committee. The
initial review of proposals were ranked with a maximum of 75 points dedicated to the initial proposal review.
Table 1-1: Evaluation Committee Results (Proposals) without Street Sweeping Services
Proposal
Criteria
Athens
Burrtec
Republic
Valley
Vista
WM
Qualifications (Max 20)
18.73
17.54
16.00
16.30
17.41
Technical Approach (Max 15)
13.00
11.93
11.52
11.43
12.27
Sustainability (Max 15)
13.25
12.38
12.00
10.92
12.31
Service Rates (Max 25)
8.81
14.67
20.51
25.00
9.45
Total Proposal Evaluation
Proposal
53.78
56.52
60.03
63.65
51.44
Criteria
Athens
Burrtec
Republic
Valley
Vista
WM
Qualifications (Max 20)
18.73
17.54
16.00
16.30
17.41
Technical Approach (Max 15)
13.00
11.93
11.52
11.43
12.27
Sustainability (Max 15)
13.25
12.38
12.00
10.92
12.31
Service Rates (Max 25)
12.62
15.29
20.51
25.00
9.45
Total Proposal Evaluation
57.60
57.14
60.03
63.65
51.44
City of Rosemead I Evaluation Summary 3 of 28 P'3
Executive Summary
Table 1-2: Evaluation Committee Results (Proposals) with Street Sweeping Services
Interviews for all five proposers were held on February 21, 2023. Each proposer was given a 10-15 minute
window to present their proposal, followed by a series of questions by the Evaluation Committee. Interviews
were then ranked with a maximum of 25 points dedicated to the interview. Then the interview score was
added to the overall evaluation score.
Table 1-3: Evaluation Committee Results (Interviews)
Interview Evaluation
Athens
Burrtec
Republic
Valley
WMVista
ations (Max 20)
7Techn.ical
18.73
17.54
16.00
16.30
17.41
roach (Max 15)
13.00
11.93
11.52
11.43
12.27
ability (Max 15)
13.25
12.38
12.00
10.92
12.31
Rates (Max 25)
9.16
13.32
21.05
25.00
12.01
Total Proposal Evaluation
Proposal
54.13
55.16
60.57
63.65
54.00
Criteria
Athens
Burrtec
Republic
Valley
Vista
WM
Qualifications (Max 20)
18.73
17.54
16.00
16.30
17.41
Technical Approach (Max 15)
13.00
11.93
11.52
11.43
12.27
Sustainability (Max 15)
13.25
12.38
12.00
10.92
12.31
Service Rates (Max 25)
12.79
13.84
20.62
25.00
12.01
Total Proposal Evaluation
57.77
55.68
60.15
63.65
54.00
Interviews for all five proposers were held on February 21, 2023. Each proposer was given a 10-15 minute
window to present their proposal, followed by a series of questions by the Evaluation Committee. Interviews
were then ranked with a maximum of 25 points dedicated to the interview. Then the interview score was
added to the overall evaluation score.
Table 1-3: Evaluation Committee Results (Interviews)
Interview Evaluation
Criteria
pox
Athens
Burrtec
Republic
Vallea
WM
Impression/Professionalism
1.25
1.03
0.89
1.08
1.03
1.11
Overall Quality of Presentation
2.50
1.86
1.44
2.17
1.78
2.14
Understanding of Potential Issues
6.25
5.78
5.53
5.94
5.97
5.72
Familiarity with Industry Challenges
6.25
5.86
5.86
5.94
5.25
5.94
Quality of Services Provided
3.75
3.67
3.50
3.67
3.50
3.67
Coordination of Customer Service
3.75
2.83
3.22
3.06
3.61
3.00
Knowledge of the San Gabriel Valley
1.25
1.14
1.06
1.11
1.08
1.11
Total Interview Evaluation (Max 25)
25
22.17
21.50
22.97
22.22
22.69
City of Rosemead I Evaluation Summary 4 of 28 P'3
Executive Summary
The Evaluation Committee came to a consensus on the rankings of the five proposals received. As shown, in
both cases, Valley Vista Services, Inc. and Republic Services rank higher than all other proposers. for both
options: 1) without street sweeping services, as shown in Table 1-4, and 2) with street sweeping services, as
shown in Table 1-5.
Table 14: Evaluation Rating Summarywithout Street Sweeping Services
Evaluation Rating Summary with Street Sweeping Services
Rank
Score
Proposer
Rank
Rank
Score
Proposer
Rank
Score
Proposer
1
85.87
Valley Vista Service, Inc.
1
85.87
Valley Vista Services, Inc.
2
83.01
Republic Services
2
83.01
Republic Services
3
78.02
Burrtec Waste Industries
3
79.77
Athens Services
4
75.95
Athens Services
4
78.64
Burrtec Waste Industries
5
74.13
Waste Management
5
74.13
Waste Management
Evaluation Rating Summary with Street Sweeping Services
Recommendations
All proposers are well qualified with the capability of providing the community with a high level of service. In
addition each of these companies would provide service enhancements to ensure compliance with
CalRecycle requirements and provide additional revenue to the City's solid waste program.
It is recommended that the City Council select an integrated solid waste handling services provider and direct
the City Manager to negotiate an exclusive agreement subject to approval by the City Council.
City of Rosemead I Evaluation Summary 5 of 28 P,3
Rank
Score
Proposer
Rank
Score
Proposer
1
85.87
Valley Vista Service, Inc.
1
85.87
Valley Vista Services, Inc.
1
2
83.54
Republic Services
2
83.12
Republic Services
3
76.70
Waste Management
3
79.93
Athens Services
4
76.66
Burrtec Waste Industries
4
77.18
Burrtec Waste Industries
5
76.30
Athens
5
76.70
Waste Management
Recommendations
All proposers are well qualified with the capability of providing the community with a high level of service. In
addition each of these companies would provide service enhancements to ensure compliance with
CalRecycle requirements and provide additional revenue to the City's solid waste program.
It is recommended that the City Council select an integrated solid waste handling services provider and direct
the City Manager to negotiate an exclusive agreement subject to approval by the City Council.
City of Rosemead I Evaluation Summary 5 of 28 P,3
2. SUMMARY OF RFP RESPONSES
Key Terms and Services
With the number of new laws recently passed related to waste collection and recycling, significant impacts on
the costs of providing service have been seen throughout the state. As jurisdictions throughout the state
negotiate new agreement terms, specific elements are being considered to compensate for the cost of added
services required by state mandates, including longer term contract terms, ever -green terms, and/or rate
increases.
The City received formal proposals from five solid waste contractors. In summary, all proposers agreed to the
key terms and services in the draft agreement, including:
)) Compliance with all current and upcoming legislative requirements including AB 341, AB 1826, and SB
1383.
)) Certifying that all proposed transfer and processing facilities are permitted and capable of handling the
City's solid waste during the term of the franchise agreement.
)) New containers to comply with SB 1383 color and labeling requirements.
)) Annual customer rate adjustments with a 4% cap.
)) A 10% franchise fee payment submitted to the City based on gross revenues.
)) Insurance maintained at coverage listed in the draft agreement and a performance bond in the amount of
$1,000,000 effective August 1, 2023.
The following summarizes the responses from proposers based on the evaluation criteria as outlined in the
RFP. Each proposal summary includes the following sections:
Overview
)) Financial Qualifications
Technical Approach
— Transition Plan
— Operations Plan
— Customer Service Plan
— Diversion Plan
— Education and Outreach Plan
Proposal summaries are followed by a series of comparative tables including proposed facilities, quantity and
types of vehicles, routing, service rates, and startup capital costs.
Proposal Summaries
Athens Services
Overview
Arakelian Enterprises, Inc. (dba "Athens") is a fourth-generation, local, family-owned, and privately held
California S corporation. The hauler provides services to 2 million customers throughout Southern California
(40+ cities). Athens is offering the City a $400,000 annual payment for a Community Enhancement Program
with the 10 -year term option. With a longer term (15 years), Athens will instead offer the city a Goodwill
Payment of $1,000,000 to use how it sees fit and proposes to include a three year step-in approach for rates.
Finally, Athens is proposing an all-inclusive Community Beautification Services Package with a dedicated
beautification crew (size TBD).
City of Rosemead I Evaluation Summary 6 of 27 Z3
Summary of RFP Responses
Litigation and Notice of Violation History— Athens reports 10 threatened litigations and judgements and 47
NOV inquiries (mainly from City of Industry MRF). A complete list of legal action and NOVs are included in the
appendix of the proposal.
Financial Qualifications
Written Statement— Included. Details of written letter include:
Athens has a mid -9 figure, 4 -bank, credit facility led by a 25+ year relationship with Wells Fargo
Athens has available capital to pay for the capital costs ($9-10m) and does not have any bank -driven pre-
conditions to immediately accessing this capital.
Letter from Bank/Financial Institution — Included —from Wells Fargo.
Copies of Audited Financial Statements — Audited financial statements will be provided upon request.
Technical Approach
Transition Plan
Pre -outreach 6 months before start, site assessments 90 days before start, service optimization, and closed
loop process (on-going)
)) If current employees are hired, he/she will receive equal or higher wages, along with a potential sign -on
bonus. Employment will be extended for a period of no less than 90 days.
)) Developing marketing collateral and City -dedicated website, hosting community meetings, creating
partnerships with community groups (Chamber of Commerce), distributing a subscription order form, and
creating a container delivery plan with City (90 days prior).
)) Proposing 45 recycling coordinators and 5 route auditors to visit City (400 customers per month). Intention
is to visit all commercial customers (3 attempts).
)) If residential customers are unresponsive, they will be enrolled in the standard bundled service. For
commercial customers, a form will be distributed, and a site visit will occur.
)) Conduct parcel audit and work with incumbent hauler to get a customer database (desktop audit).
)) Exchange residential carts and kitchen pails on service day (delivery of new cart 1 day prior). Commercial
containers (30 days prior) while working with previous hauler.
)) After services begin, continue to have a team of recycling coordinators, route auditors, and operations
supervisors to continue to visit customers, conduct a data review, and educate customers if there are
overfill/contamination issues.
)) 90 days after services begin, recycling programs, edible food recovery identification/donation opportunities,
outreach campaigns, and bi-weekly communication with City staff will begin.
)) Coordination on container removal to provide ease of collection for previous hauler and minimal interruption
to customer as well as customer data transference.
Hauler to create a container delivery plan to be shared with the City (90 days prior) as well as a community
report (60 days after services begin) to provide an update the City.
Operations Plan
)) Proposing to use RNG/CNG for trucks and gas for scout/supervisor trucks.
)) Utilizing Athens' operations will reduce miles travelled by more than 50%. From 22 miles from the
incumbent's facility to Rosemead, compared to less than 8 miles from Athens' headquarters to the heart of
the City.
)) Trucks will also include a fleet management system, onboard computers, 3rd Eye Monitoring System (360 -
degree camera system) for safety, Tableau for route analysis, tracking, and data.
City of Rosemead I Evaluation Summary 7 of 28 Z3
Summary of RFP Responses
)) Will use the Mobile -Pak Tracking System to give drivers the ability to generate service verifications and
report service exceptions. Drivers can document service exceptions with a geocoded image and report it
back to the customers via automated processes. Drivers can also communicate with customer service to
provide service verification with photos and report service obstructions and overfilled containers or
contamination. The tablet also provides GPS coordinates, and communication with drivers, customers,
dispatch, and Customer Service Representatives (critical for contamination monitoring).
)) Maintenance to occur on a 250 -hour or 90 -day schedule, whichever is sooner (Small -duty vehicles on a
5,000 -mile or 45 -day schedule, whichever is earlier). Included copies of CHP Safety Compliance Reports.
Hauler uses Dossier Systems for fleet maintenance.
)) Container to be delivered (60 days before star for carts, 45 for bins) with SB 1383 compliant colors and
labeling. Will provide carts (32, 64, 96 -gal) and bins (1-6yd) in a range of sizes.
)) Will deliver organics waste kitchen pails to all residential customers.
)) Hauler provided adequate details regarding disposal/processing facilities and flow of material, including
secondary facilities for all streams. Please see Table 1 for more details.
)) Hauler provided safety information as well as copies of the Athens Drug and Alcohol Policy, Household
Hazardous Waste, Health & Safety Management Procedures, and IIPP.
Hauler will use its SoftPak system to monitor and report AB 341, AB 939, AB 1594, AB 1826, and SB 1383
activities. Quarterly reports will include outreach and education activities, service complaints and disputes,
contamination and overfill, and tonnage.
Customer Service Plan
)) Have 60 CSRs and 20 digital care representatives in the hauler's call center in Irwindale. Hauler is
proposing 3 (2 residential, 1 commercial) dedicated customer service representatives for the City.
— Office hours: M -F 7am-5pm, 7am-12pm Saturdays. Use social media as well.
)) Hauler has recently implemented a new phone system, NICE InContact with state-of-the-art features.
)) City website with GPS tracking capabilities to show where collection vehicles are for customers.
)) Proposing to use SoftPak for billing (quarterly residential billing, monthly commercial) with secure measures
for customer verification.
)) All collection vehicles are installed with the 3rd Eye Fleet Management System and are equipped with
tablets to confirm service has been completed. The notification will include a picture, time, and date of the
exception, and CSRs have access to this information to resolve issues quickly.
Diversion Plan
)) Athens is committed to a 50% reduction in city-wide organics disposal during the first year of the
agreement.
Hauler will meet diversion requirements, use alternative fuels, regularly re-examine truck routes to reduce
vehicle fuel consumption and traffic trips (decreasing roadway wear and tear), has an internal EPP policy
and waste reduction practices, and will use local vendors where possible.
)) Athens will host semiannual special collection events for residents to drop-off their e -waste, household
hazardous waste (HHW), textiles, and bulky items.
Education and Outreach Plan
City -specific website with interactive features, social media, and other online materials.
)) Outreach from professionals skilled in teaching children, college students, homeowners, business owners,
employees, and anyone else interested in becoming better at managing waste.
)) Customized Collateral - A broad spectrum of outreach materials produced by experts in their fields, from
newsletters to signage (in partnership with Recyclist).
)) Welcome Packets/Newsletters will be distributed both digitally and through traditional mail and will include
English, Spanish, Chinese, and Vietnamese translations.
City of Rosemead I Evaluation Summary 8 of 28 Z3
Summary of RFP Responses
Waste Assessments completed on the location that are comprehensive and proven to drive results.
— Waste assessments: Before the initial assessment and transition rollout, staff will conduct
waste assessments and training for City commercial and MFD accounts. The metrics will be
recorded.
— City commercial and MFD customers will receive a waste assessment at least once a year
for the first three years. Beginning with year four, Athens will engage and complete a site
visit and waste assessment with each customer every other year.
— Quarterly newsletters, annual recycling awards, community/Council/Recycling events and
presentations, develop and use corrective "Red Tag" or "Cops" notices, and textile/clothing
recycling program.
Service Alternatives and Agreement Exceptions
Athens did not propose any service alternatives, but did propose the following Agreement Exceptions:
)) Diversion Requirements revised to explicitly outline the 50 percent diversion requirement.
Proposition 218 Process revised to include meet and confer process intended to align with various Prop 218
provisions.
)) Billing and Financial Audit and Performance Reviews revised to:
— Limit the reimbursement of the cost of the reviews to $25,000.
— Require a third party to conduct the review.
— Determining non-compliance to mean 3% of Gross Revenue for the year audited rather than
a firm dollar amount.
)) Sustainability / Compliance Representative revised to remove the requirement of two sustainability /
compliance staff dedicated to the City.
)) Hazardous Substances language revised to clarify and clean up the references and limit indemnification of
facilities to Athens' proposed facilities.
Employment and Labor Practices revised to include prevailing wage as a factor in the event of a change in
law.
)) Exception revised to remove Athens' liability in the event of the City's active negligence.
)) Key Operations Staff revised to remove the requirement of a full time Operations staff member.
Burrtec Waste Industries, Inc.
Overview
Burrtec Waste Industries, Inc. ("Burrtec") is a family owned and operated California company with nearly 50
years' experience and providing service to more than 50 communities in Southern California. The hauler is
committed to its motto "We'll Take Care Of Itl". Burrtec has 4 transfer stations, 4 MRFs, 5 compost operations
and partners with Afroman, a large regional organic waste processing operator in Southern California. Recent
materials processing enhancements have included three construction and demolition processing facilities,
recyclables recovery technological upgrades including artificial intelligence and robotics, food waste processing
for anaerobic digestion as well.
Burrtec included an annual student scholarship program awarding five scholarships annually valued at $1,000
each. Other value-added services proposed at no additional charge to the City include City -sponsored event
collection, collection and outreach booths at the farmers market, compost and mulch for community gardens,
Concerts in the Park sponsorship commitments, unlimited bulky item pickups and street litter abatement
program, semi-annual paper shred events, disaster cleanup response, and semi-annual Quality of Life Clean-up
Events.
City of Rosemead I Evaluation Summary 9 of 28 Z3
Summary of RFP Responses
Litigation and Notice of Violation History—The Hauler has 3 reportable claims (one automobile and two
employment claims), and 9 NOVs from facilities.
Financial Qualifications
Written Statement — Included. Details of written letter include:
)) Estimates of capital: $8,799,682, and
Hauler plans to fund this through a line of credit from Union Bank.
Letter from Bank/Financial Institution — Included —from Union Bank and Green Hasson & Janks
(Certified Public Accountants and Business Advisors). Union Bank represents that meeting these
requirements will not be a problem.
Copies of Audited Financial Statements — Audited financial statements will be provided upon request.
Technical Approach
Transition Plan
)) Burrtec has experience with transitions with the City of Santa Clarita as a recent example.
)) There are 3 following phases: Proposal/Negotiation Phase, Start-Up/Transition Phase (equipment will be
ordered with delivery commitments, detailed plan for transition), Contract Phase.
)) After contract award, Burrtec will start strategic planning of staff organization, equipment, and containers,
developing routes and schedules, and implementing education and program information plans.
)) Months before, will meet with commercial customers to focus on changing service, SB 1383, etc.
)) Kitchen pails will be distributed before start of service to residential and MFD.
)) Detailed process for conducting waste assessments and route reviews for SB 1383 including educational
campaigns.
)) Employees migrating from the previous contractor to Burrtec will retain their current pay rate, seniority, and
pre -approved vacations.
)) Burrtec proposes regular weekly meetings with City staff, activated phones with Customer Service
Representatives, routes developed by the operations team, and securing a hauling yard for staging of
containers.
Burrtec will identify customer groups as SF, MF, Tier 1 and 2 generators and commercial services and
develop custom educational materials for each. Will include a website information, community meetings,
coordinating the CS data transition, and remove old containers and work with the outgoing hauler.
Containers will be distributed for residential and commercial haulers 30 days before contract begins.
)) Milestones and dates for transition are on page 109.
Operations Plan
Will use RNG for trucks and already have a many trucks ready at Burrtec's Azusa Hauling Yard with RNG
fuel.
Burrtec will aid the City in achieving obligations set forth by the SB 1383 Procurement of Recovered
Organic Waste requirements when reliable volumes of CNG transportation fuel become available.
Will use GIS for routing and mapping to optimize routes, use Lytx for safety (combination of cameras, GPS,
Al), GPS to track vehicles, camera/videos on trucks that are geotagged, waste facing cameras to aide in
route reviews.
Have daily, weekly, monthly, quarterly, semi-annual and annual inspections for safety and maintenance.
Container to be delivered with SB 1383 compliant colors and labeling. Will provide carts (35, 65, 95 -gal) and
bins (1-6yd) in a range of sizes.
City of Rosemead I Evaluation Summary 10 of 28 Z3
Summary of RFP Responses
)) Will offer SB 1383 wavier assistance, annual route reviews to visit customers and produce a detailed report
to the City.
)) Burrtec can offer the City's Planning Dept assistance with review of enclosures.
)) Hauler provided adequate details regarding disposal/processing facilities and flow of material, including
secondary facilities for all streams. Please see Table 1 for more details.
)) Big emphasis on training and safety.
)) Plans to use Recyclist for monitoring and reporting for SB 1383, EAR, etc. and Burrtec's Disposal Reporting
System for tonnage tracking.
)) Burrtec will coordinate and cooperate with the City of Rosemead to assist in meeting its recycled organic
waste procurement targets as required by SB 1383 regulations.
)) Will use Nationwide Environmental Services for Street Sweeping.
Customer Service Plan
The Customer Service Center is located at 1017 Gladstone St., Azusa CA 91702. 7:OOam-6:OOpm M -F,
8am-12pm on Saturdays.
)) Billing is done by Burrtec's Billing Management Dept. CSRs work with the billing department closely to
create and close work orders that are processed daily.
)) Burrtec's telephone system is a full -featured Mitel Voice over Internet Protocol (VoIP) system.
)) Customer Record Management System and Telephone system for CS (CRMS connects with WASTEC for
operations/vehicles). WASTEC integrates accounts receivables, invoices, routing, GIS, etc.).
)) Will have City -specific website with educational information and plans to have 5 CSRs in the office.
Diversion Plan
Hauler will meet diversion requirements by:
— Employing best management practices: single -stream recycling
— Confirm to State guidelines and directions: fully compliant with 75% diversion goals
focusing on which focus on four components: edible food recovery, source reduction,
recycling, and organic waste material processing.
— Think locally: reduce long distances for processing.
— Partner with regulatory agencies: Burrtec and CalRecycle partner on trainings, education,
etc.
)) Detailed diversion plan (g. 167) and container minimization plan (pg. 166) (for SB 1383 compliance – route
reviews, waste evaluations, compliance reviews).
)) Other activities include air emission reductions (from facility improvements) reducing wear and tear on
streets (using Lynx/GPS), environmental stewardship (water and waste conservation), local vendors, and
EVs and facilities.
)) Burrtec will offer an electric -powered collection vehicle for full-time operation in the City of Rosemead to
demonstrate the next generation of cleaner collection vehicles. This comes at no additional cost to
ratepayers/City.
Education and Outreach Plan
)) Implementation Programs:
— Website will go up following execution of the Agreement.
— All outreach materials will be developed in English, Vietnamese, Chinese and Spanish
languages.
— Schedule of outreach materials, service brochures, community meetings, written notices
and outreach materials (including Social media), city/school/facilities/business community
programs, "Recycling All-Star" awards, and city staff training.
City of Rosemead I Evaluation Summary 11 of 28 Z3
Summary of RFP Responses
Methods to Reduce Contamination:
— Education, School events, feedback from generators, data analysis, equipment
readiness, and technology/equipment.
— Inform customers on the benefits of recycling/composting and food waste reduction.
Good Corporate Stewardship and Value Added at no additional charge:
— Collection for city -sponsored events, including but not limited to the 4th of July Event,
Moon Festival Event, Fall Fiesta Event, and Christmas Tree Lighting & Treats with Santa.
— Collection services and education & outreach booths at the Farmers Market.
— Providing compost and mulch for community gardens.
— Concerts in the Park sponsorship commitments.
— Unlimited bulky item pickups and street litter abatement program.
— Semi-annual community paper shred days.
— Compost giveaways to the community and schools upon request.
— Burrtec's "Recycle Right" residential recycling rewards program.
— Public education and outreach provided through quarterly newsletters, semi-annual billing
inserts, commercial and multi -family recycling workshops, and technical assistance as
requested.
— Disaster cleanup response.
— Five $1,000 scholarships for resident high school seniors that are college bound.
— Semi-annual community quality -of -life cleanup events.
— Multilingual customer service and outreach materials in English, Spanish, Chinese, and
Vietnamese.
Service Alternatives and Agreement Exceptions
Burrtec did not propose any service alternatives, but did propose the following Agreement Exceptions along
with other minor clarification revisions:
)) Gross Revenue definition revised to remove the term 'costs' from the definition.
)) Auditing Records and Financial Statements revised to be made available upon request for review and
inspection.
)) City's right to employ other contractor's is requested to be removed.
Republic Services
Overview
Republic Services has provided service to the City of Rosemead for the past 25+ years and is one of the most
experienced solid waste and recycling services provider in the nation. As Rosemead's current service provider,
Republic offers the lowest risk and guarantees the most seamless transition for implementing new programs
stemming from SB 1383.
Republic Services included an annual student scholarship program awarding five scholarships annually valued
at $1,000 each. Additional value added services include semi-annual compost giveaway and shred events,
cloud -based reporting program – Recyclist, semi-annual Quality of Life Clean-up Events, and an annual
$20,000 public outreach fund.
Litigation and Notice of Violation History– Republic reports 10 threatened litigations and judgements and
various facility and safety-related notices of violation.
Financial Qualifications
Written Statement– Included.
City of Rosemead I Evaluation Summary 12 of 28 Z3
Summary of RFP Responses
Letter from Bank/Financial Institution — Included from Bank of America. Republic has 20+ year
relationship with Bank of America — $313 revolving credit facility with $2.513 available.
Copies of Audited Financial Statements — copies of parent company's audited financial statements
included with proposal.
Technical Approach
Transition Plan
Routing for the conversion to Republic's proposed three -bin solution will be completed by the local routing
team and validated by the Rosemead Route Supervisors and Operations Manager.
)) Rollout of the three -bin system will be broken down to zones to ensure organized implementation coverage
and timelines.
)) The GIS team has preliminarily mapped and reviewed proposed Rosemead routes to ensure an accurate
premise count.
)) Republic will deliver all new residential carts by August 1, 2023 while simultaneously removing the old from
the customer's set -out site.
)) Additional recycling routes will be vetted by drivers with City knowledge. These newly advanced routes and
will be driven and checked for safety and efficiency by Supervisors prior to launch.
)) Republic's proposal includes two full-time recycling coordinators and a compliance monitor specifically for
Rosemead.
)) The division's' accounting staff will be responsible for continuing maintain the customer database, billing
interface, and work order system, and our local Santa Fe Springs -based Customer Service Team, will be
available to assist with the City's customer service needs.
)) Republic's key transition team members will meet as necessary during the transition to ensure that all
goals, objectives, and timelines are met and adhered to and will communicate with the City its updates
regarding the implementation and transition process.
)) Republic's Continuous Improvement (CI) local team, which has a representative from each key department
will meet regularly to ensure all program and quality assurance objectives are met.
)) Republic will develop a detailed implementation education plan that it will submit to the City for
collaboration, review, and subsequent approval. Republic's education plan will be submitted to the City no
later than 90 -days prior to the commencement of the new contract.
)) The members of the transition team will update its customer service reference materials to incorporate all
key program and contract information, issues discussed during transition team meetings, input from the
City, and public education and outreach materials.
Republic will be utilizing its own network of expert container delivery employees to deploy all containers, as
it has similarly done in other local implementation projects. Republic utilizes its customer management
system, InfoPro for determining efficient and timely container deployment.
)) Prior to commencement of collection service, Republic will take the opportunity to review existing routes
and determine any necessary changes for efficiency and safety.
Operations Plan
)) Hauler has RNG vehicles that are RFP compliant ready to be in place by August 1, 2023
)) Each residential customer will receive a brand-new set of SB 1383 complaint carts by no later than August
1, 2023. Customers will also be able to select 35 -gallon or 64 -gallon carts as per the draft agreement to
best accommodate their volume needs.
)) Republic will provide a kitchen pail to each single-family property and each multi -family dwelling unit for the
collection of food waste and transport to their green -organics cart. Republic will purchase these pails and
hand -deliver them to each service recipient.
City of Rosemead I Evaluation Summary 13 of 28 Z3
Summary of RFP Responses
)) Republic will store, promote, and distribute up to 500 home compost bins per year to City of Rosemead
residents.
)) Republic Services will continue to offer solid waste, recycling, and organic collection services with a variety
of container sizes and service frequencies to meet multi -family and commercial community needs, up to six
days per week.
)) Republic commits to providing all residential customers with all new SB 1383 color and label compliant carts
upon contract commencement.
)) Republic commits to providing all commercial customers with new recycling and organics containers upon
their collection program enrollment.
)) All existing and newly requested containers for commercial/multi-family customers will be refurbished prior
to contract commencement and delivered to the customers as color compliant and affixed with SB 1383
required labels.
)) Republic promises the City of Rosemead to achieve 100% participation in recycling and organics services
by its commercial customers through enforceable measures and the newly developed bundled rate program
outlined by the RFP.
)) All residential material streams—MSW, recycling, and organic waste—will be collected on the same
currently scheduled collection days (Mon. – Fri.), once per week between 7 00a – 7:OOpm.
Customer Service Plan
Call center hours to be M -F from 7 30a to 5:OOpm.
)) Our customers now have the ability to reach us 24/7 via our website, www.RepublicServices.com, or via our
Republic Services mobile app.
)) Republic owns the InfoPro application and continues to invest in it. When a new technology must be
integrated, Republic's IT team makes the necessary modifications. CSRs can access all pertinent customer
information through InfoPro, including service address, pick-up day, rate, service level, and a complete
history of service requests and resolutions.
Republic commits to hiring two full-time dedicated Recycling Coordinators and a Route Auditor dedicated
exclusively to the City of Rosemead contract. These Republic employees will oversee and coordinate
Rosemead customers' day-to-day service requests, escalations, and field customer questions. The
Recycling Coordinators will also provide face-to-face contact, training and education, and onsite service
assessments with Rosemead customers. Republic intends to station this employee when needed at the
Chamber of Commerce office within the City of Rosemead, enhancing Republic's customer service
offerings in a personal and tangible way.
Diversion Plan
)) Republic proposes to establish a new baseline in contract Year 1 as a starting point for determining
increases in diversion rates, against which to accurately measure year over year progress.
)) Provide all necessary equipment that is properly colored and labeled.
)) Enroll every commercial/multi-family customer in a SB 1383 compliant 3 -container source separated
collection program.
)) Continue providing Rosemead residents with a commingled green and food waste collection service
utilizing a green -colored cart they are already familiar with.
)) Lead the City's efforts in compliance monitoring and reporting.
)) Design and implement outreach initiatives to achieve full regulatory compliance.
)) Assist Rosemead in the procurement of recycled organic material products.
)) Assist Rosemead in establishing reputable food recovery efforts and help the city collect data from
generators.
City of Rosemead I Evaluation Summary 14 of 28 Z3
Summary of RFP Responses
Republic has authored this proposal and submitted its corresponding pricing with the full expectation of the
City to require a mandatory source separated recycling program enrollment among 100% of its commercial,
multi -family and industrial customers.
Education and Outreach Plan
Republic Services will provide the following educational materials and collateral as required by the RFP:
— Annual notice of requirements.
— Billing inserts upon city request.
— Multi -family & commercial printed signage & posters.
— City specific website URL.
— Instructional service guide revised for any changes throughout contract term.
— Educational materials to non-compliant entities.
— Educational materials for property and business owners/tenants for distribution to all
employees.
)) As part of the initial program implementation of our ongoing education efforts, we will provide the following
materials:
— Annual notice of requirements and service offerings to all lines of business.
— Billing inserts upon city request.
— Multi -family & commercial printed collateral, signage & posters.
— Instructional service guide revised for any changes throughout contract term.
— Quarterly Informational Newsletters.
— Quarterly MCR & MORe Educational materials to non-compliant entities.
— Educational materials for property and business owners/tenants for distribution to all
employees.
— Annual list of edible food recovery organizations to City.
— Annually provide edible food recovery information to commercial food generators.
— All education will be available/distributed as both printed and electronic.
— Printed materials will be procured from local Rosemead businesses whenever feasible.
— Printed materials will be made available in English, Spanish, Mandarin, Vietnamese, and
any other language upon city request.
At the commencement of service, Republic Services will provide an initial information packet to residents
and businesses.
Service Alternatives and Agreement Exceptions
Republic proposed two service alternatives. The first proposal alternative would include the following:
Removal of free -of -charge kitchen food waste pails to single-family and multi -family residents and removal
of up to 500 backyard home compost bins. Kitchen pails and compost bins would instead be made available
for purchase at local office.
)) Reduced from two down to one full-time dedicated recycling coordinator.
As a result, Republic proposes no initial rate increase to single-family residential customers with the rate
adjustment taking place July 1, 2024. Kitchen food waste pails would be made available to customers for $7.00
per pail and backyard home compost bins would be made available to customers for $40.00 per bin.
The second proposal alternative would include all items listed in the first proposal plus the removal of street
sweeping. As a result, Republic proposes no initial rate increase to single-family residential customers with the
rate adjustment taking place July 1, 2024, and a 6% decrease to Republic's January 26, 2023 proposed rates to
multi -family and commercial customers. Kitchen food waste pails would be made available to customers for
$7.00 per pail and backyard home compost bins would be made available to customers for $40.00 per bin.
City of Rosemead I Evaluation Summary 15 of 28 Z3
Summary of RFP Responses
In addition, Republic proposed the following Agreement Exceptions along with other minor clarification
revisions:
)) Collection Vehicles revised to extend the life of vehicles used for collection in the City from 10 to 15 years.
)) Collection Vehicle Technology revised to extend vehicles from being fitted for use of technology such as
cameras to document violations and contamination to August 1, 2027.
)) Annual Rate Cap on Maximum Service Rates revised to remove the 4% rate cap on annual rate
adjustments.
Valley Vista Services, Inc.
Overview
Valley Vista is a family-owned California C -Corporation that has been operating for over 60 years. Value added
items included in the proposal include competitive rates, dedicated customer convenience center, and an
assistance program for seniors and the disabled.
Litigation and Notice of Violation History— Valley Vista reported one pending notice of litigation that was
dismissed by the Superior Court and is now being appealed in the Second Appellate District of California Court
of Appeal.
Financial Qualifications
Written Statement — Certified financial statements will be made available for in person review by the City
or its agents.
Letter from Bank/Financial Institution — Included from Comerica Bank. Valley Vista has 15 year
relationship with Comerica Bank — $70M revolving credit facility with +$25M available.
Copies of Audited Financial Statements — Audited financial statements will be provided upon request.
Technical Approach
Transition Plan
Can remove between 1,500 and 2,000 carts per day.
)) Educational packets will be attached to carts during distribution.
)) Have ordered new trucks anticipated to be delivered in March 2023.
)) Upon the City's approval, hauler will immediately implement the start-up sequence of ordering bins,
vehicles, carts, and other equipment necessary.
)) Hauler will guarantee the manufacturing, distribution, and servicing of all containers on or before the
franchise's requested start date.
Each resident will receive a three (3) fully automated 96 -gallon containers for green/organic waste,
recyclables, and residue collection services.
)) Hauler will work with City and previous hauler to obtain and replace other hauler's carts.
)) Hauler has performed field research on routes and reviewed street signs for parking restrictions.
)) Implementation of new programs of diversion will be presented through local newspapers, newsletters,
direct mailers, local cable, social media, and community outreach programs.
Operations Plan
)) Hauler will be providing an entirely new fleet that runs exclusively on RNG and will be operational from day
one of commencement.
)) Has partnered with 3rd Eye, an Active Enhanced Vehicle Behavioral Analytics company.
City of Rosemead I Evaluation Summary 16 of 28 Z3
Summary of RFP Responses
1,000 –1,500 carts per day are picked up 5 days per week.
)) each truck will operate 8.5-10 hours per day with 4 hours per MSW route and 4 hours per secondary route.
Customer Service Plan
)) Hauler will provide a representative to be located out of City of Rosemead City Hall.
)) Customer contacts, including requests for service status, complaints, and compliments are tracked through
the software system PCScale Tower.
)) Offers 24/7 support.
Diversion Plan
)) Meet the City's diversion requirements of CalRecycle 50% and 75% Diversion by 2031.
)) To control contamination, they will use a combination of physical container inspections and lid flips
inspections. Contamination will be noted, reported, and followed-up.
)) Through a partnership with Agromin, Premium Soil Products, and the Organic Diversion and Recycling
Program, they will collect and process organic waste into sustainably manufactured feedstocks for energy
transformation and fertility products to divert organic waste from landfills.
Education and Outreach Plan
)) Valley Vista has program called Healthy Air and Soil Rosemead (HASR) which will divert food waste from
landfills, reduce greenhouse gas emissions, and conserve natural resources.
)) The program also consists of:
— PR/ Education/ Outreach
— A Conduit
— The implementation process
— Opportunities
— Workshops
— Program manager
— Strategic plan
— Technology
— Program structure
Service Alternatives and Agreement Exceptions
Valley Vista accepted all terms and conditions of the draft agreement with no alternatives or agreement
exceptions.
Waste Management
Overview
Waste Management (WM) provides both a local, experienced team for the City (over 30 years in the San
Gabriel Valley) in addition to benefits of a large company. These benefits include being an "industry leader" in
knowledge, diversion, service delivery, safety, technology, customer experience, and is financially stable. They
recently underwent a transition in Chino Hills that went very well. Highlights of the proposal include:
)) Local Team of Experts and Dedicated Sustainability Staff,
)) Cutting Edge Technology,
)) Transparent 10 Year Rate Proposal with No Hidden Fees or Unexpected Costs - Assumes Rates Under a
15 Year Contract Would Build on the 10 Year Rates,
)) WM City Help Desk Located at City Hall,
)) Capacity for the Life of the Agreement Through our Robust Network of Facilities,
City of Rosemead I Evaluation Summary 17 of 28 Z3
Summary of RFP Responses
RNG Fleet, and
)) Corporate Citizenship Program of $40,000 Annually.
Litigation and Notice of Violation History — The hauler reported a list of NOVs at 6 of their facilities.
Financial Qualifications
Written Statement — Revenue in 2021 was $17.93 billion, and WM has an asset base of $29.1 billion.
Letter from Bank/Financial Institution — Included from Bank of America. Waste Management has 20+
year relationship with Bank of America — $3.513 revolving credit facility with $3.213 available.
Copies of Audited Financial Statements —Waste Management is a publicly traded. Hauler provided
2019, 2020 and 2021 financial statements.
Technical Approach
Transition Plan
)) Data will be essential for transition and will be requested from the prior hauler. CSRs will work to rectify any
issues/mistakes using MAS, GIS, etc.
)) WM will develop Rosemead -specific content on Green Pages, their online database for CSRs to pull up
City -specific service information, service offerings, and rates quickly.
)) Displaced employees will be offered positions ($10,000 benefit package).
)) Contract compliance team will work to develop a website, comprehensive welcome packet/postcard,
community meetings, outreach.
)) Major implementation tasks include: Implementation meetings, coordination, and course correction, New
collection vehicles, Cart and container deliveries, Driver screening, hiring, and training, Route development,
and Contingency planning.
)) Carts and bins will be delivered before contract or within 30 days and will use FleetGenius Services to
transition.
Cart transition and delivery of kitchen pails for residential and Multifamily cart customers take place in a
period of two month following the start of the contract.
)) Detailed implementation plan on pg. 83-85.
Operations Plan
)) Hauler will not be purchasing new vehicles for the beginning of this contract. Details on remaining life of
vehicles (ranges from 6-10 years) is located on pg. 86.
)) All trucks have onboard computing system dispatch (OCSD) for communication with CSRs. DriveCam will
be used for cameras for safety. Will use MSDO Mobile for real-time looks at operations.
)) Hauler will use its proprietary eRouteLogistics software to design individual routes for each line of material
to be collected.
)) Every 200 hours, collection vehicles undergo a spill and leak prevention assessment and have an in-house
maintenance shop.
)) Scheduled maintenance and truck issues are all tracked and monitored using WM software.
)) Carts and bins will be labeled with SB 1383 compliant colors and labels (32, 64, 96 -gallon and 1-6yd bins
and roll off). Will monitor graffiti on containers.
)) SmartTruck/GPS will provide photo and video evidence of overages. All such occurrences will be
documented and recorded via the driver's OBU. A report to the customer will be generated that includes the
date, description, and photograph of the overage.
)) WM will do desktop and physical field audits on an annual basis.
City of Rosemead I Evaluation Summary 18 of 28 Z3
Summary of RFP Responses
)) Hauler provided adequate details regarding disposal/processing facilities and flow of material, including
secondary facilities for all streams. Please see Table 1 for more details.
)) Safety is a priority and WM's "Mission to Zero" has comprehensive programs to promote safety including
daily and monthly meetings, 80 hours of training for new hires, and observational behavior assessments by
managers.
Use WM software for tonnage tracking, compliance, reporting, and more with all state laws
(341/1826/939/1594,1383).
Customer Service Plan
)) City customer calls will be answered by CSRs at a call center trained in to provide solutions.
)) Open Monday through Friday during normal business hours.
)) Have a new mobile app for CS and WM Omnichannel Customer Service Experience for 24/7 service.
)) Local website and live chat / social media.
)) Hauler is proposing use of the following technologies:
— On -Board Computer System for communication between driver, dispatch, and CSRs
— Mid -Atlantic Systems (MAS) for billing and reporting
— Customer at a Glance (CAAG) for customer service (account data/service history)
— Green Pages for a City -specific data set, which includes available services, rates,
collection schedules, maps, special events, and activities.
Diversion Plan
)) WM will hire two dedicated Recycling and Sustainability Managers (RSM) to assist and carry out education
and outreach for residential, multifamily, and commercial customers. The Recycling and Sustainability
Managers will also assist with City facility compliance, as well as assist with public events and community
workshops.
)) Will have comprehensive outreach and education, 3 -container services (to meet the 75% goal), targeted
site visits/waste audits/right sizing, contamination identification and reduction, and data collection and
reporting.
)) Will assist in SB 1383 compliance with edible food recovery.
)) Waivers.
)) WM SmartTruck will be used for supporting SB 1383 data collection/route reviews and reducing
contamination.
Other activities include: RNG/CNG, efficient routes (eRouteLogistics), water conservation, environmental
purchasing, and engaging with industry to foster solutions.
Education and Outreach Plan
)) Annual Sustainability Plan: will incorporate education and outreach goals to support AB 341, AB 1826, and
SB 1383 to help the City stay in compliance with these state mandates.
Single Family Outreach:
— Annual notice, local website, quarterly newsletter.
— Container labeling.
— Contamination incident notification and education.
Commercial (and MFD) Outreach:
— Annual notices and outreach.
— Technical Assistance: site visit, waste audit, compliance support (SB 1383), rightsizing,
tenant/property manager outreach, and employee training.
— Container labeling.
— Non-compliance notices and contamination incident notification and education.
City of Rosemead I Evaluation Summary 19 of 28 Z3
Summary of RFP Responses
— Edible food recovery support — educating commercial edible food generators and
providing a list of food recovery organizations.
)) Other activities include community clean up events, shredding days, mulch give away, and free waste
services for city sponsored community events.
}) School and Community Outreach:
— School presentations on recycling.
— Community events, presentations, and workshops.
— Recycle Awards.
Service Alternatives and Agreement Exceptions
WM did not propose any service alternatives, but did propose the following Agreement Exceptions along with
other minor clarification revisions:
)) Contractor's office revised to allow for the customer service program to be maintained outside of the City
with the sustainability/compliance representatives maintaining office hours at City Hall to meet with
customers as needed.
)) Administrative Charges reduced to address concerns of reasonable relationship to actual damages suffered
by the performance issue addressed.
City of Rosemead I Evaluation Summary 20 of 28 Z3
Summary of RFP Responses
Technical Plan Comparisons
All Haulers proposed Technical Plans including information regarding facilities, vehicles, and containers to be
used. The following tables provide comparison of each hauler's proposed options.
Table 2-1: Proposed Disposal Facilities
*Facilities distances are approximate measured based on distance from City Hall.
Table 2-2: Proposed Recycling Processing Facilities
Athens
Burrtec 10
r.
Mid -Valley Landfill
WM Azusa TS &
Sunshine Canyon Grand Central
EI Sobrante
43 miles
MRF
Landfill Recycling &TS
Landfill
Recycling &TS
11 miles
36 miles 13 miles
52 miles
Salton City
American EI Sobrante
WM Azusa TS &
Landfill
Industrial Services Landfill
Puente Hills MRF
157 miles
- C&D 52 miles
7 miles
22 miles
11 miles
Olinda Alpha
CVT Regional
Landfill
MRF
24 miles
*Facilities distances are approximate measured based on distance from City Hall.
Table 2-2: Proposed Recycling Processing Facilities
Athens
Burrtec 10
r.
City of Industry
Puente Hills MRF
Puente Hills MRF
Grand Central
WM Azusa TS &
MRF
7miles
7miles
Recycling &TS
MRF
7 miles
13 miles
11 miles
WM Azusa TS &
WM Azusa TS &
Puente Hills MRF
MRF
MRF
7 miles
11 miles
11 miles
CVT Regional
MRF
27 miles
Universal Waste
Systems Inc MRF
10 miles
*Facilities distances are approximate measured based on distance from City Hall.
City of Rosemead I Evaluation Summary 21 of 28 Z3
Summary of RFP Responses
Proposed Organic Waste Processing Facilities
*Facilities distances are approximate measured based on distance from City Hall.
Table 24: Proposed Vehicle Counts
American
Puente Hills MRF
Agromin Ontario
Grand Central
South Valley
Organics
7 miles
30 miles
Recycling & TS
Organic
81 miles
8
7
(screened for food &
Composting
5
Kochergen Farms
contamination)
Facility
Scout
1
195 miles
13 miles
187 miles
1
Roll -off
Recology
Beneficial Ag.
1
1
1
Blossom Valley
Services Ontario
1
Organics
(Green Waste)
118 miles
30 miles
Total
16 or 17
16
Source Separated
Covanta Energy
18
Food will be
(Wood Waste)
directed to CVT
30 miles
Regional MRF
27 miles
LACO Sanitation
Districts PHMRF
or Anergia LACSD
(clean food waste)
7 miles
*Facilities distances are approximate measured based on distance from City Hall.
Table 24: Proposed Vehicle Counts
City of Rosemead I Evaluation Summary 22 of 28 Z3
Automated Side Loader
6
7
6
7
9
Front Loader
3
5
8
7
6
Rear Loader/MREL
5
Scout
1
2
3
1
Roll -off
1
1
1
1
1
Mechanic's Truck
1
Burro Truck
1
Total
16 or 17
16
1s
18
18
City of Rosemead I Evaluation Summary 22 of 28 Z3
Summary of RFP Responses
Technical Specifications by Proposer
Proposed Rate Analysis
Startup Capital Costs
Proposers were asked to provide the anticipated startup capital costs of the new contract by line of business for
proposed trucks and containers. Table 2-6, on the following page, shows that the total capital expenses
expected to cover startup costs in the first year.
— - " Capital Startup Costs
nine of Business
Athens IMWM�
SOL-
a WM
Residential
$5,621,937
Rehrig
$2,064,000
Athens
RNG
3 stream
& Consolidated
10
$152,000
$3,572,077
$3,214,614
Fabricators
$626,821
$357,653
$0
$527,500
Rehrig
Other Capital Expenses
Burrtec
RNG
3 stream
& Consolidated
10.5-11
Total Startup Cost
$9,661,739
$8,799,683
Fabricators
$10,045,223
$10,492,418
Schaeffer
Republic
RNG
3 stream
unknown
& Wastecuip
Rehrig
Valley Vista
RNG
3 stream
& Consolidated
8.5-10
Fabricators
Rehrig
WM
RNG
3 stream
& Consolidated
8
Fabricators
Proposed Rate Analysis
Startup Capital Costs
Proposers were asked to provide the anticipated startup capital costs of the new contract by line of business for
proposed trucks and containers. Table 2-6, on the following page, shows that the total capital expenses
expected to cover startup costs in the first year.
— - " Capital Startup Costs
nine of Business
Athens IMWM�
a WM
Residential
$5,621,937
$5,419,558
$2,064,000
$5,549,646
$6,078,856
Commercial
$3,412,981
$2,686,758
$152,000
$3,572,077
$3,214,614
Roll -off
$626,821
$357,653
$0
$527,500
$811,766
Other Capital Expenses
$0
$335,714
$0
$396,000
$387,182
Total Startup Cost
$9,661,739
$8,799,683
$2,216,000
$10,045,223
$10,492,418
Gross Rate Revenue
Based on current service subscription levels, the following table demonstrates the annual gross rate revenues
necessary for each proposer for a 10 -year contract term.
City of Rosemead I Evaluation Summary 23 of 28 Z3
Summary of RFP Responses
Table 2-7: Year 1 Gross Rate Revenues (10 -Year Term)
Some proposers offered the City a reduction in Year 1 rates resulting in a reduction of customer rates up to
11 %, as shown in Table 8 below:
Table 2-8: Year 1 Gross Rate Revenues (15 -Year Term)
Line of Business
IP
Athens
I
. .
Residential Revenue
Residential Revenue
$5,283,637
$5,263,328
$3,661,419
$3,505,427
$5,103,663
Multi -Family Revenue
$1,199,712
$917,876
$859,223
$692,680
$1,176,007
Commercial Revenue
$5,502,976
$4,313,364
$4,047,407
$3,151,658
$5,516,817
Street Sweeping Revenue
$468,463
$458,529
$329,070
$279,552
$346,000
Year 1 Rate Revenues
$12,454,788
$10,953,097
$8,897,119
$7,629,317
$12,142,487
Some proposers offered the City a reduction in Year 1 rates resulting in a reduction of customer rates up to
11 %, as shown in Table 8 below:
Table 2-8: Year 1 Gross Rate Revenues (15 -Year Term)
Line of Business
IP
Athens
I
. .
Residential Revenue
$4,142,617
$5,113,211
$3,661,419
$3,470,182
$5,103,663
Multi -Family Revenue
$1,172,816
$917,876
$859,223
$685,679
$1,176,007
Commercial Revenue
$5,386,886
$4,252,961
$4,047,407
$3,081,913
$5,516,817
Street Sweeping Revenue
$468,463
$458,529
$329,070
$279,552
$346,000
Year 1 Rate Revenues
$11,170,783
$10,742,577
$8,897,119
$7,517,326
$12,142,487
Payments to City
Based on rates proposed, the Evaluation Committee analyzed revenue to the City over a 10 -year contract term,
and a 15 -year contract term. Payments to the City includes franchise fee payments, one-time reimbursement
payments for the cost of the procurement process. Additionally, Athens Services proposed the following terms:
)) A reoccurring $400,000 Community Enhancement Program payment (10 -year term option only).
)) A one-time $1 million upfront Goodwill payment with a 3 -year residential step in rate adjustment (15 -year
term option only).
Table 2= Payments to City (10 -Year Term)
r
Annual Franchise Fee
$1,198,633
$1,049,457
$856,805
$734,977
$1,179,649
One -Time Payments*
$300,000
$300,000
$300,000
$300,000
$300,000
Annual Payments
$400,000
$0
$0
$0
$0
10 -Year Payment Total**
$16,286,325
$10,794,568
$8,868,049
$7,649,765
$12,096,487
*Assuming $300,000 reimbursement to City for Procurement of Contract
**No CPI Adjustments, an no account migration
City of Rosemead I Evaluation Summary 24 of 28 Z3
Summary of RFP Responses
Table 2-10: Payments to City (15 -Year Term)
Payments to City
Athens
Burrte§MIW
WM
Annual Franchise Fee
$1,070,232
$1,028,405
$856,805
$723,777
$1,179,649
One -Time Payments*
$1,300,000
$300,000
$300,000
$300,000
$300,000
Annual Payments
$0
$0
$0
$0
$0
15 -Year Payment Total**
$17,353,479
$15,726,072
$13,152,074
$11,156,661
$17,994,731
*Assuming $300,000 reimbursement to City for Procurement of Contract
**No CPI Adjustments, and no account migration
Revenue to Hauler
Based on rates proposed, the Evaluation Team analyzed revenue to hauler over a 10 -year contract term, and a
15 -year contract term as shown in the following tables.
Table 2-11: Revenue to Hauler (10 -Year Term)
*Assuming 4% annual CPI adjustment
**Assuming $300,000 reimbursement to City and 10% franchise fee with a 4% annual CPI adjustment
Table 2-12: Revenue to Hauler (15 -Year Term)
10 -Year Revenue*
$143,909,104
$125,998,901
$102,868,913
$88,242,071
$141,629,893
Total Payments to City**
$18,690,910
$11,797,879
$9,555,299
$8,292,568
$13,051,062
10 -Year Revenuent Hauler
Less Pa ments to Cit
$125,218,194
$114,201,022
$93,313,614
$79,949,503
$128,578,831
*Assuming 4% annual CPI adjustment
**Assuming $300,000 reimbursement to City and 10% franchise fee with a 4% annual CPI adjustment
Table 2-12: Revenue to Hauler (15 -Year Term)
*Assuming 4% annual CPI adjustment
**Assuming $300,000 reimbursement to City and 10% franchise fee with a 4% annual CPI adjustment
City of Rosemead I Evaluation Summary 25 of 28 Z3
15 -Year Revenue*
$214,298,840
$205,923,517
$171,563,078
$144,926,201
$236,208,002
Total Payments to City**
$20,381,486
$19,054,436
$15,735,836
$13,419,644
$21,566,012
15 -Year Revenueto Hauler
$193,917,354
$186,869,081
$155,827,242
$131,506,557
$214,641,990
ntit
Less Payments to City)
*Assuming 4% annual CPI adjustment
**Assuming $300,000 reimbursement to City and 10% franchise fee with a 4% annual CPI adjustment
City of Rosemead I Evaluation Summary 25 of 28 Z3
3. SOLID WASTE MARKET RATES
Residential Rate Comparison
The following charts show a comparison of the current and proposed rates in the City of Rosemead
compared to rates in the surrounding communities. The green bar indicates the current approved
customer rates for the City of Rosemead, the maroon bars indicate proposed rates, and blue bars
indicates the current rates in surrounding area communities. As shown, Valley Vista proposed the lowest
rates. Those proposed rates would increase residential customer rates by approximately 0.55%, which is
equivalent to $0.13 per month or $1.56 for the first year of the contract.
Figure 3 Residential Curbside Collection (90-96 Gallon Carts)
Commercial Rate Comparison
Figures 2 through 7 show commercial rate comparisons for garbage, recycling, and organics collection
services. As shown, the Valley Vista proposed rates were lower in all cases. Valley Vista's proposed rates
would reduce commercial customer rates by as much as 51 % at the start of the new agreement
depending on material type, subscription level, and frequency of collection.
City of Rosemead I Evaluation Summary 26 of 27 Z3
Residential Curbside Collection
90-96 Gallon
$50.00
$45.00
$40.00
Average without Rosemead: $34.15
$35.00
n
n
$30.00
$25.00
$20.00
$15.00
$10.00
$5.00
$0.00
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as
ate,° as
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rah cpSca
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Commercial Rate Comparison
Figures 2 through 7 show commercial rate comparisons for garbage, recycling, and organics collection
services. As shown, the Valley Vista proposed rates were lower in all cases. Valley Vista's proposed rates
would reduce commercial customer rates by as much as 51 % at the start of the new agreement
depending on material type, subscription level, and frequency of collection.
City of Rosemead I Evaluation Summary 26 of 27 Z3
Solid Waste Market Rates
Figure 3-2: Commercial Garbage Collection (3 CY Bin Collected 1 Time per Week)
$400 00
$350 00
$300 00
$25000
$20o 00
$10 o - I
$1000 0 d0
sso 00
sow
v a
�0 JZ
9
,ate
�a
8
�\o
Commercial Garbage Collection Rates
3 CYBin Co9eded i tine per week
$23376 Average without Rosemead:
a
o0
c`
d°
a�
a
P2�
p0`A da ,�a �c Jac 0
pa �a0
e' i` a
if -P
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Figure 3-3: Commercial Garbage Collection (4 CY Bin Collected 1 Time per Week)
Commercial Garbage Collection Rates
4 CYBin Co9ec ind i time per week
$ro000
$Soo 00
$400 00
$30o Oo
Average without Rosemead. $293 80 ■
—
$20o00 0 0 1 1
$0000
soon—
y�� \oma
z, �a o p,'�F tr'cP P�oB dao O� eek .Q�o P��3 Pil`0 P� oa
�a as <° wa
�oa. J�� P� �� N� \Q�Odo
�Q aFP Fad
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P
Figure 34: Commercial Garbage Collection (6 CY Bin Collected 1 Time per Week)
Commercial Garbage Collection Rates
6 CY Bin Collected i hme per week
$900 00
$80000
$70000
$60000
$50000 Average without Rosemead _$38453
$40000 —
$30000
$20000
$100 00
$000
pec F��o Goo ��� d`oRo o`ro, Otero tel
'
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P� P� Pd2J ea
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City of Rosemead I Evaluation Summary REVISED 4/6/2023 27 of 28 Z3
Solid Waste Market Rates
Figure 3-5: Commercial Recycling Collection (3 CY Bin Collected 1 Time per Week)
Commercial Recycling Collection Rates
3 CY an Colladed i dee per w eek
$350 00
$300 00
$250 00
$200 00 ,
$150 00 ftp h.ut Rd �35 zg
$100 00
$so 00
$0 0o
Rosumeal Rosenieai El Monte Arcadia Duarte Rosemeal Rosemead Rosemead Rosemead
(proposal- (Proposal- (Current- (prop osatl- (proposal- (PlOpoSHI-
ValeyVista) Athens) Republic) Buntec) Republic) WM)
Figure 3-6 Commercial Organic Waste Collection (1 CY Bin Collected 1 Time per Week)
Commercial Organic Waste Collection Rates
I CYBia Collectetl i time per week
$30000
$25000
$20000
Averagewilhout Rosemeatl_$163%
■
$15000
$10000
$5000
$aro
Rosemead Rosemead El Monte
Rosemead
Walnut Rosemead
(Praposetl- (pra e
(Current-
ri
(osetlp-
ValleyVista) Athenrins))
Republic)
Republic)
Re
■
Rosemead Rosemeall
(PmPosed- (PMPosetl-
Buntec) 4bM)
Figure 3- Commercial Organic Waste Collection (60-65 Gallon Cart Collected 1 Time per Week)
$12000
$10000
$po 00
$6000
$40 00
$2000
$0 00
Commercial Organic Waste Collection Rates
60-65 Gallon Cart Collected i fime per week M
Average without Rosemead $7341
1
Duarte
Rwemeatl Rosemead Rosemeall Rosemeatl Rosemeatl Rosemead Cwina
(praposell- (Current- (proposal - (prW.W- (prW.W- (Pmposell-
ValleyVista) Republic) Republic) VMd) Athens) Buntec)
City of Rosemead I Evaluation Summary 28 of 28 Z3
Attachment C
Integrated Solid Waste Handling
Request for Proposal
CITY OF ROSEMEAD
REQUEST FOR PROPOSAL NO. 2022-28
INTEGRATED SOLID WASTE HANDLING SERVICES
SUBMITTALS:
Three (3) bound copies of the proposal, and one (1) electronic PDF file of the proposal
and one (1) Microsoft Excel file with Form K: Service Rates Cost File on flash drive in
sealed envelope(s) must be received by the City of Rosemead's City Clerk's Office by:
no later than January 12, 2023 at 10:30 am
or
Electronic proposal submittal through the City of Rosemead Vendor Portal hosted by PlanetBids
at: httpsJ/pbsystem.planetbids.com/portal/54150/portal-home
Proposals submitted through PlanetBids Vendor Portal shall be
Submitted no later than January 12, 2023 at 10:30 am
CONTACT PERSON:
Danielle Garcia, Fiscal and Project Manager
City of Rosemead
8838 E. Valley Boulevard, Rosemead, California 91770
(626) 569-2127, dgarcia@cityofrosemead.org
PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL
NOT BE CONSIDERED. FACSIMILE AND E-MAIL PROPOSAL WILL NOT BE
ACCEPTED.
Please direct any questions or concerns regarding this Request for Proposal (RFP) to
Danielle Garcia, via email: dgarciaCoacitvofrosemead.org or on the City's PlanetBids
Vendor Portal no later than Thursday, December 15, 2022 at 2:00 pm. Answers to
submitted questions will be posted on the City's website and PlanetBids.
This RFP is posted on the City's website and Vendor Portal Hosted by PlanetBids at:
https: //pbsystem. pla netbid s. com/portal/54150/porta I- home
Please review the requirements of the RFP and submit your proposal by the date
specified.
Issued by:
Danielle Garcia, Fiscal and Project Manager
TABLE OF CONTENTS
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
SECTION A: RFP INFORMATION & INSTRUCTIONS .............................................
NOTICE INVITING PROPOSALS
PROPOSAL INSTRUCTIONS
PASS/FAIL SUBMISSION CHECKLIST
SECTION B: SOLICITATION INFORMATION..........................................................
INTRODUCTION TO RFP DOCUMENTS
BACKGROUND INFORMATION
...................... 2
.....................11
SECTION C: PROPOSED SERVICES.......................................................................................................18
SECTION D: RESPONSE FORMAT..........................................................................................................32
SECTION E: SELECTION CRITERIA........................................................................................................43
SECTIONF: FORMS..................................................................................................................................48
FORMA: COMMUNICATION PROTOCOL
FORM B: PROPOSERS STATEMENT OF ORGANIZATION
FORM C: CERTIFICATION OF NON -GRATUITIES
FORM D: CONTAINER SPECIFICATIONS
FORM E: VEHICLE SPECIFICATIONS
FORM F: NON -COLLUSION AFFIDAVIT OF PROPOSER
FORM G: SERVICE RECIPIENT RATE PROPOSAL SUMMARY AND SIGNATURE
FORM H: PASS/FAIL REQUIREMENTS
FORM I: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
FORM J: REFERENCES
FORM K: SERVICE RATES
ATTACHMENT
FORM K (EXCEL DOCUMENT)
ATTACHMENT
DRAFT INTEGRATED SOLID WASTE HANDLING SERVICES AGREEMENT
(to be provided at the Mandatory Pre -Proposal Video Conference, and also made available via an
addendum to this RFP)
City of Rosemead I Proposal No. 2022-28 Page 1 of 72
City of Rosemead I Proposal No. 2022-28 Page 2 of 72
PROPOSAL INSTRUCTIONS
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
1. RFP RELEASE
1.1. This RFP is being issued by the City of Rosemead (City). The City is soliciting
proposals from entities (Proposer(s)) with demonstrated experience and
qualifications in providing Integrated Solid Waste Handling Services such as those
required in this RFP.
1.2. The RFP will be available beginning November 17, 2022, on the City website at:
https://www.citvofrosemead.ora/government/city departments/city clerk/bids an
d rfos or on the PlanetBid SystemTm, at the following URL:
hftps://Dbsystem.r)lanetbids.com/portal/54150/portal-home'All proposal
documents related to this solicitation will be posted by the City on PlanetBid
System TM, as indicated above. In the event the RFP document is obtained through
any means other than the City's website, the City will not be responsible for the
completeness, accuracy or timeliness of the RFP document. It is the Proposer's
responsibility to ensure that the most complete and current version of the RFP
document has been downloaded or otherwise obtained, including any addenda.
1.3. Before submitting a response, each Proposer shall make all investigations and
examinations necessary to ascertain all conditions and requirements affecting the
full performance of the Integrated Solid Waste Handling Services Agreement and
to verify any representations made by the City. If the Proposer receives an award
because of its proposal submission, failure to have made such investigations and
examinations will in no way relieve the firm from its obligation to comply in every
detail with all provisions and requirements of Integrated Solid Waste Handling
Services Agreement, nor will ignorance of such conditions and requirements be
accepted as a basis or justification for any claim whatsoever by the firm for
additional compensation.
1.4. Proposers are also required to review the documents listed below. These
additional documents can be found on the City website at:
https://www.citvofrosemead. ora/cros/One. asi)x?portalld=10035075&pageld=190
79480 or on the PlanetBid SystemTm, at the following URL:
hftps:Hi)bsystem.r)lanetbids.com/portal/54150/portal-home.
• Draft Integrated Solid Waste Handling Services Agreement (to be provided at
the Mandatory Pre -Proposal Video Conference, and also made available via
an addendum to this RFP).
• The current agreement between the City of Rosemead and Republic Services
for Comprehensive Refuse Services, including amendments 1 and 2.
• Current customer rate sheets.
• Street Transit Shelters map.
• The current agreement between the City of Rosemead and Athens Services
for Street Sweeping Services.
• Street Sweeping maps.
City of Rosemead I Proposal No. 2022-28 Page 3 of 72
2. MANDATORY PRE -PROPOSAL VIDEO CONFERENCE.
2.1. A MANDATORY pre -proposal videoconference is scheduled to be held on
December 5, 2022, beginning at 2:00 p.m. PT via the video conference application,
Zoom, hosted by the City. The Proposer must complete and submit Form A,
located in Section F of this RFP, three (3) business days prior to the Mandatory
Pre -Proposal Video Conference. An invitation code for this MANDATORY pre -
proposal video conference will be sent to the Proposer after the Proposer has
submitted Form A of this RFP to the City. Attendance by a representative of each
Proposer at the MANDATORY pre -proposal video conference is a requirement to
be responsive to this RFP. No proposals will be accepted from Proposers that do
not attend the MANDATORY pre -proposal video conference.
2.2. In accordance with the Americans with Disabilities Act, persons needing
assistance to participate in this proceeding should contact Danielle Garcia, Fiscal
and Project Manager at (626) 569-2127 at least 48 hours prior to any meetings.
Proposers should be aware that the City's intent is for Integrated Solid Waste
Handling Services to begin on August 1, 2023. Proposers are encouraged to
carefully review the instructions for the Rate Proposal Forms in Section F of this
RFP document before completing the Rate Proposal Forms (Attachment 1).
3. SUBMITTING PROPOSALS
3.1. The response must include all forms provided or information requested or required
by the scope of work or specifications. Responses must be clearly marked
"Proposal for Integrated Solid Waste Handling Services" and include a
reproducible digital copy of the complete proposal. Proposals must be received no
later than 10:30 a.m. PT on January 12, 2023. The City of Rosemead's City Clerk's
Office will receive three (3) bound copies of the proposal, and one (1) electronic
PDF file of the proposal and one (1) Microsoft Excel file with Form K: Service Rates
Cost File on flash drive in sealed envelope(s), or electronically on the City's chosen
e -procurement website, at https://pbsystem.planetbids.com/portal/54150/aortal-
home. Hardcopy proposals shall be addressed to:
City of Rosemead — City Hall
City Clerk's Office
8838 E. Valley Blvd.
Rosemead, CA 91770
Attn: Ericka Hernandez, City Clerk
3.2. The specific service requirements of the City's requested services are contained
within the definitions and body of the Draft Integrated Solid Waste Handling
Services Agreement, which will be provided at the Mandatory Pre -Proposal Video
Conference, and also made available via an addendum to this RFP. Prospective
Proposers are encouraged to examine the Draft Integrated Solid Waste Handling
Services Agreement in its entirety to ensure an understanding of the services being
requested herein. For the purposes of this RFP, in the event of any conflicting
information, the definitions and terms contained in the Draft Integrated Solid Waste
Handling Services Agreement apply.
City of Rosemead I Proposal No. 2022-28 Page 4 of 72
3.3. Proposer may provide Proposal Service Alternatives and Agreement Exceptions
for the City to consider. Refer to Section D.2.6 (Proposal Service Alternatives and
Agreement Exceptions) for additional detail regarding submitting alternatives and
exceptions to this RFP. Additional costs associated with each Proposal Service
Alternative or Agreement Exception is to be separately accounted for using the
forms provided in Section F.
3.4. Proposals/corrections received after the closing time will not be accepted. The City
will not be responsible for proposals not properly or timely, delivered. Upon award,
all submissions become a matter of public record.
4. QUESTIONS
4.1. Any questions regarding submissions, process, or proposals must be submitted
electronically via the City of Rosemead's chosen e -procurement website at
https://r)bsystem.planetbids.com/portal/54150/1)ortal-home or to Danielle Garcia at
dgarcia0citvofrosemead.org. All questions must be submitted in writing and
received no later than 2:00 p.m. PT on December 15, 2022.
5. ADDENDA
5.1. The City will not accept responsibility for incomplete packages or missing addenda.
It is the vendor's responsibility to monitor the City website or PlanetBid SystemTM,
for release of the addenda prior to submission of the quote to make certain the
package is complete, and all required addenda are included. This information will
be available via https://Pbsystem.planetbids.com/portal/54150/portal-home.
Vendors are cautioned against relying on verbal information in the preparation of
proposal responses. All official information and guidance will be provided as part
of this solicitation or written addenda. Addenda, if issued by the City, will be
transmitted via the City website or PlanetBid System" Addenda must be digitally
acknowledged through PlanetBid System T'^ or a printed and signed version must
be submitted with a hardcopy proposal. If addenda are not digitally acknowledged
via PlanetBid System or signed and submitted with a hardcopy proposal response,
the proposal may be deemed non-responsive and rejected.
6. AWARDS
6.1. The City reserves the right to waive any informality in any proposal
6.2. The City may conduct interviews of qualifying Contractors to make a final selection.
The successful Contractor will be recommended to the City Council for
authorization to enter into an agreement for Integrated Solid Waste Handling
Services with the City of Rosemead. The contract award, if any, will be made to
the Contractor who, in the City's sole discretion, is best able to perform the required
services in a manner most beneficial to the City.
6.3. This RFP does not commit the City to award a contract, or to pay any amount
incurred in the preparation of the proposal. The City reserves the right to accept or
reject all proposals received as a result of this request, to negotiate with any
qualified Contractor, or to cancel this RFP in part or in its entirety. The City may
require the selected Contractor to participate in negotiations and to submit such
technical, price, or other revisions of the proposal as may result from negotiations.
City of Rosemead I Proposal No. 2022-28 Page 5 of 72
The City reserves the right to extend the time allotted for the proposal, and to
request a best and final offer, should it be in its best interest to do so.
6.4. The proposal may be awarded in its entirety as proposed; however, the City
reserves the right to award elements of the work, independently, and to do portions
"in-house". Additionally, the City reserves the right to award subsequent work on
this project based on information presented in this proposal, without recourse to a
separate or subsequent RFP process, should it be in its best interest to do so.
6.5. It is required that each proposer responds to all components of this RFP. Where
detailed specifications and/or standards are provided the City considers them to
be material and may accept or reject deviations. The list of proposals submitted
will be posted on PlanetBid System TM, normally within 24 hours.
7. BONDS.
7.1. Proposers are required to submit a separate proposal bond or cashier's check in
the amount of Twenty -Five Thousand Dollars ($26,000) to guarantee the
Proposer's obligation to negotiate in good faith and execute an Integrated Solid
Waste Handling Services Agreement with the City of Rosemead at rates stated
and will furnish a performance bond and other required information. The bonding
company must be listed on Treasury Circular 570 and licensed to operate in the
state of California. If the Proposer fails, refuses, or neglects to furnish the required
performance bond and information, the City may retain the deposit or cash the
certified check or enforce the proposal bond as compensation for liquidated
damages for the Proposer's breach.
7.2. Likewise, a Performance Bond will be required of the successful Contractor in the
amount of One Million Dollars ($1,000,000) (cash deposit, certified or cashier's
check or money order may be substituted in lieu of either bond) within ten (10)
days of award.
7.3. Original Bond or Cashier's Check MUST be received AT CITY HALL, Attn: Danielle
Garcia, 8838 East Valley Boulevard, Rosemead, CA 91770 and marked with the
words "PROPOSAL BOND FOR" and the proposal number, NO LATER THAN the
proposal due date and time, for the vendor to be considered responsive.
7.4. Proposal bonds guaranteeing proposals rejected by the City of Rosemead shall
become null and void and will not be returned. All other proposal securities will be
held in accordance with PCC, Section 20929 "...the security of an unsuccessful
bidder shall be returned in a reasonable period of time, but in no event shall that
security be held by the agency or district beyond 60 days from the time the award
is made." If the City receives a check as a proposal bond, the City will immediately
deposit the check upon opening proposals. After the proposals are opened,
checked, and duly considered, the City will issue a reimbursement check if the
proposal is not awarded.
8. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS
8.1. The use of the name of a manufacturer, or any specific brand or make, in
describing any item contained in the solicitation document does not restrict
vendors to the manufacturer or specific article, this means it is being used simply
to indicate a quality and utility of the article desired; but the goods on which
City of Rosemead I Proposal No. 2022-28 Page 6 of 72
bids/quotes/proposals are submitted must in all cases be equal in quality and utility
to those referred to. This exception applies solely to the material items in question
and does not supersede any other specifications or requirements cited. Materials
differing from stated specifications may be considered, provided such differences
are clearly noted and described, and provided further that such articles are
considered by a City official to be in all essential respects in compliance with the
specifications.
9. PREPARATION
9.1. All proposals and required forms must be organized in accordance with the
proposal content (Section D, Table 6). All proposals will go through an initial
"Pass/Fail" review to check for completeness and compliance with the proposal
requirements. A Pass/Fail Submission Checklist has been provided at the end of
this section. These documents must be submitted to comprise a complete
proposal.
10. REJECTION
10.1. The City's intent is to provide Integrated Solid Waste Handling Services in the most
effective and economical manner and therefore it will make the provider selection
based on which Proposer best fulfills the requirements and provides the best value
to the City and its residents and businesses.
10.2. The City reserves the right to reject any or all proposals and to waive any
informality in any proposal. The City may reject the proposal of any vendor who has
previously failed to perform properly, or complete on time, contracts of a similar
nature, or to reject the proposal of a vendor who is not able to perform such a
contract satisfactorily. The City may reject the proposal of any vendor who is in
default of the payment of taxes, licenses, or other monies due to the City of
Rosemead. Submitted proposal may be withdrawn at any time prior to the
submission time specified in this RFP, provided notification is received in writing
before the submittal deadline. Proposals cannot be changed or withdrawn after the
submittal deadline. No handwritten notations or correction will be allowed. The
responding Contractor is solely responsible for all costs related to the preparation
of the proposal.
10.3.Any or all proposals will be rejected if there is reason to believe that collusion
existed among the Proposers. Proposals received from participants in such
collusion will not be considered for the same work when and if re -advertised.
11. TERM AND PRICING ADJUSTMENT
11.1. The Contract entered into pursuant to this RFP is for a minimum of ten (10) year
term and a maximum of fifteen (15) year term. City will not accept automatic
extensions or evergreen terms.
11.2. Proposer shall honor proposal prices and terms for One -Hundred and Eighty Days
(180 days).
City of Rosemead I Proposal No. 2022-28 Page 7 of 72
12. SUBCONTRACTORS.
12.1. For all projects, the vendor must list any subcontractorslsubconsultants that will be
used, the work to be performed by them, and total number of hours or percentage
of time they will spend on the project.
Each Proposer must submit with their proposal the following:
• The full name of each subcontracting firm as required by Government Code, Sec.
4201, typed or legibly printed.
• The address of each firm.
• The telephone number at the place of business.
• Work to be performed by each subcontracting firm.
• Total approximate dollar amount of each subcontract.
• If sub -contractor is participating as a Disadvantaged Business Enterprise (DBE),
the following additional information is required on the "Designation of
Subcontractors" form enclosed:
c Status as a DBE, age of the firm and the annual gross receipts.
• Submit the "Designation of Subcontractors" form enclosed herewith. No Contract
shall be considered unless such list is submitted as required.
13. PROCUREMENT SCHEDULE
13.1. The City plans to adhere to the following procurement schedule to the extent
possible. Changes to the procurement schedule shall be at the sole option of the City.
Table 1, on the following page provides the major milestones of this RFP process.
City of Rosemead I Proposal No. 2022-28 Page 8 of 72
TABLE 1 — Procurement Schedule
Activity
Date
RFP Released
November 17, 2022
Mandatory Pre -Proposal Video
Conference
December 5, 2022 at 2:00 pm
Last Day to Submit Questions
December 15, 2022 at 2:00 pm
Proposals Due
January 12, 2023 at 10:30 am
Interview Qualified Proposers
February 16, 2023
Present Evaluations Results to City
Council
March 28, 2023
Finalize New Agreement for City Council
Approval
April 10, 2023
City Council Award of Agreement
May 9, 2023
Hauler Transition
May through July 2023
Start Integrated Solid Waste Handling
Services
August 1, 2023
14. PROCUREMENT GOALS I SUMMARY OF INTENT.
The goals of this procurement process are to:
14.1. Comply with solid waste legislation including Applicable Law;
14.2. Comply with all changes in Applicable Law;
14.3. Comply with other State laws that have been adopted since January 2022, when
the prior agreement was last amended;
14.4. Enhance food waste collection in compliance with AB 1826 and SB 1383;
14.5. Anticipate and flexibly accommodate future statutory changes;
14.6. Maintain a high level of customer service for the least possible and reasonable
cost;
14.7. Provide an opportunity for stakeholder input regarding new or additional solid
waste services desired from the collection provider, including residential and
commercial customers (Service Recipients);
14.8. Minimize service disruption through a smooth transition period, if an Integrated
Solid Waste Handling Services Agreement is negotiated with a new provider;
14.9. Use new technologies and/or methodologies to reduce the City's contribution to
greenhouse gas emissions/climate change; and
14.10. Retain all other provisions of the Integrated Solid Waste Handling Services
Agreement.
City of Rosemead I Proposal No. 2022-28 Page 9 of 72
The City's intent with the services provided as part of this RFP is to continue to provide
the community with the appropriate level of service, at the highest quality, and at the best
price. The specifications contained within this RFP are designed to establish an effective,
efficient, environmentally clean, uniform, and safe system of collection.
To this end, the City has tried to provide as much information as possible to all prospective
Proposers in this RFP to allow them to properly prepare their responses and compute fair
and reasonable compensation and rate quotes. However, it is the sole responsibility of the
Proposer to calculate the rates quoted in the applicable set of Rate Proposal Forms
provided in Attachment 1 of this RFP document.
City of Rosemead I Proposal No. 2022-28 Page 10 of 72
PASS/FAIL SUBMISSION CHECKLIST
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
In addition to the items requested for the proposal the following documents are required to be
completed and submitted by the Proposer. The following documents must be provided by
ALL Proposers in reproducible digital copy via hardcopy submittal package or PlanetBids
at: https://Pbsystem.i)lanetbids.com/portal/54150/portal-home (See Section D):
❑ Response File
o Proposal Cover Letter (signed)
o Proposal Bond (1 original, notarized copy only) or cashier's check
o Performance Bond Commitment Letter
o Addendum(s) (digitally acknowledged on PlanetBids at:
https://i)bsystem.r)lanetbids.com/portal/54150/portal-home or signed and
included in hardcopy submittal package Response File)
o Table of Contents
o Executive Summary
o Qualifications
o Statement of Financial Qualifications
o Technical Proposal
o Service Exceptions/Alternatives (if applicable)
o Appendix (if applicable)
❑ Forms (See Section F)
o
Form A:
Communication Protocol
o
Form B:
Proposer's Statement of Organization
o
Form C:
Certification of Non -Gratuities
o
Form D:
Container Specifications
o
Form E:
Vehicle Specifications
o
Form F:
Non -Collusion Affidavit of Proposer
o
Form G:
Service Recipient Rate Proposal Summary and Signature
o
Form H:
Pass/Fail Requirements
o
Form I:
Notice to Proposers Regarding Contractual Requirements
o
Form J:
References
❑ Form K: Service Rates Cost File (to be submitted separately from Response File in
Microsoft Excel - Proposed Customer Rate Form (Form K) — Attachment 1)
The following documents must be provided by the AWARDEE ONLY (With Agreement)
and delivered to City Hall, Attn: Danielle Garcia, Public Works Department
❑ Collection Service Agreement for Integrated Solid Waste Handling Services
❑ Insurance Required by Contract
❑ W-9 Form
❑ Performance Bond Required by Contract
City of Rosemead I Proposal No. 2022-28 Page 11 of 72
City of Rosemead I Proposal No. 2022-28 Page 12 of 72
BACKGROUND INFORMATION
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
1. INTRODUCTION
The purpose of this section of the RFP documents is to familiarize prospective Proposers with the
City and its current and proposed solid waste services.
Any term that is capitalized in this section is specifically defined in the Draft Integrated Solid Waste
Handling Services Agreement, and the meaning of such term is solely as defined therein. Each
Proposer is encouraged to fully review the Draft Integrated Solid Waste Handling Services
Agreement upon its release and identify in its proposal any exceptions it proposes. A copy
of the Draft Integrated Solid Waste Handling Services Agreement will be provided at the
Mandatory Pre -Proposal Video Conference and also made available via an addendum to this
RFP.
2. GEOGRAPHY AND DEMOGRAPHICS
The City of Rosemead is an urban suburb located in the San Gabriel Valley, 10 miles east of
downtown Los Angeles. It is bound on the north by the cities of Temple City and San Gabriel, and
on the west by Monterey Park, Alhambra, and the unincorporated Los Angeles County community
of South San Gabriel. It is bound on the south by Montebello, and by EI Monte and South EI Monte
on the east. The City is 5.5 square miles (2,344 -acres) in size. According to the 2020 Census, the
City had a population of 51,185.
3. COLLECTION SYSTEM DATA
The information regarding the current collection system is being provided to give prospective
Proposers a general understanding of the current collection system.
4. CURRENT INTEGRATED SOLID WASTE HANDLING SERVICES
Republic Services currently provides residential and commercial solid waste management
services to the City through an Integrated Solid Waste Handling Services Agreement that will
expire on July 31, 2023. Athens Services provides Street Sweeping Services under a separate
agreement. No other haulers are licensed to provide any Integrated Solid Waste Handling
Services within the City. The following is a summary of current services.
4.1. Residential Cart Collection Service Programs
SFD Service Recipients currently receive a wheeled Cart for Garbage, Recyclable
Material and Organic Waste, based on volumetric need. The details of current services for
SFD Service Recipients are as follows:
• Weekly curbside collection of Garbage (96 -Gallon Black or Grey Carts standard,
64- and 32- Gallon Carts available and provided at a discounted rate for certain
qualifying accounts (e.g., seniors, people with disabilities);
• Weekly curbside collection of Recyclable Material in a Blue 96 -gallon cart;
City of Rosemead I Proposal No. 2022-28 Page 13 of 72
• Weekly curbside collection of Organics in a Green 96 -gallon cart;
• Up to five on-call Bulky Waste Collection per year; up to 5 items per Collection;
• Curbside Battery Collection;
• E -waste accepted at the semi-annual shredding events; and
• Holiday Tree Collection.
4.2. Multi -Family Collection Service Programs
• MFD Service Recipients currently receive a 1.5, 2, 3, 4 or 6 yard bin or wheeled
Cart for Garbage service. A Recyclable Material and Organic Waste cart may be
provided based on Applicable Law;
• Up to four on-call Bulky Waste Collection per year; up to 4 items per Collection.
4.3. Commercial Collection Service Programs
• Commercial Service Recipients currently receive wheeled Carts or Bins for
Garbage, Organic Waste and Recyclable Material, based on volumetric need.
Commercial Collection Service is provided to Service Recipients on an at least
weekly basis, up to six (6) times per week.
4.4. SB 1383 Related Services
• Site Visits and assessments;
• Route reviews and container inspections;
• Reporting assistance;
• Customer compliance enforcement and outreach records maintenance;
• Edible Food Recovery:
o Develop list of Tier 1 & 2 Commercial Edible Food Generators on annual
basis.
• Conduct inspections to assess compliance
• Provide program information to generators.
4.5. Debris Box And Roll -Off Collection Services
Currently, temporary debris box and roll -off services are provided to Service Recipients
on an as -needed basis.
4.6. City Facilities Services
• Weekly Garbage, Recycling, and Organic Waste collection from City designated
facilities; and
• Street Can Collection Services from bus shelters three times per week.
City of Rosemead I Proposal No. 2022-28 Page 14 of 72
4.7. Good Corporate Citizenship / Value -Added Services
The City currently benefits from the following value-added services, at no additional
charge, provided by Republic Services.
• Collection for City Sponsored Events, including but not limited to:
0 4th of July Event in July (minimum service level includes two 40 -yd Roll -offs
for Garbage; twelve 3 -yd Bins, four each of for Garbage, Recyclables, and
Organic Waste; and lids & trash liners)
o Moon Festival Event in September (minimum service level includes three
40 -yd Roll -offs for Garbage; twelve 3 -yd Bins, four each of Garbage,
Recyclables, and Organic Waste; and lids & trash liners); and
o Fall Fiesta Event in October (minimum service level includes one 20 -yd
Roll -off for Garbage; eight 3 -yd Bins, 3 for Garbage, 3 for Recyclables, and
2 for Organic Waste; and lids & trash liners).
• Concerts in the Park Title sponsor commitment annually.
• Unlimited and high diversion bulky item and street litter abatement program.
• Semi-annual community paper shred days.
• Compost giveaways to community and schools upon request.
• Residential recycling rewards program.
• Public education and outreach provided through quarterly newsletters, semi-
annual billing inserts, commercial and multi -family recycling workshops, and
technical assistance as requested.
• Disaster cleanup response.
• Scholarship program offered annually to Rosemead residents that are college
bound high school seniors.
• Community quality of life cleanup events.
• Development Reviews.
• Multilingual customer service and outreach materials in English, Spanish, Chinese,
and Vietnamese.
4.8. Street Sweeping Services
Currently, Athens Services provides Street Sweeping Services for the City. The City is
divided into street sweeping zones and Athens performs street sweeping on both sides
of the street on the same day within a 4 -hour period for each zone. A copy of the current
street sweeping map is provided as Attachment 3.
4.9. Other Services
Household Hazardous Waste collection events are provided by Los Angeles County
Department of Public Works for free and are open to all residents of Los Angeles County
for household waste. Household Hazardous Waste is any product labeled toxic,
poisonous, corrosive, flammable, combustible or irritant that is disposed. In addition to
toxic household products. E -waste comprised of computer monitors, televisions and
stereos are also accepted. Collection events prevent materials hazardous to soil and
ground water from entering landfills.
City of Rosemead I Proposal No. 2022-28 Page 15 of 72
5. SERVICE RATES
Service Recipients are billed by the Contractor quarterly based on container size and the
frequency of collection. See additional documents found on
https //www cityofrosemead org/cros/One aspx?portalid=10035075&paqeld=19079480 for
current service rates.
6. SERVICE DATA
Table 2, on the following pages, includes Service Recipient data reported by the Contractor as of
2022. Please note, the Contractor did not report any compactors being serviced in the City and
information regarding the number of roll -off containers that are being serviced was not provided.
Table 3 includes the reported tonnage data from the Contractor in 2019, 2020 and 2021.
The City does not guarantee the accuracy of the information provided in Table 2 or Table 3,
on the following pages. The City neither warrants nor accepts responsibility for the
accuracy of the information contained herein. It is the responsibility of the Proposer, at its
sole cost, to conduct its own investigation and research and to independently verify all
material facts and information necessary for it to submit a response to this RFP.
City of Rosemead I Proposal No. 2022-28 Page 16 of 72
Table 2 - Current Service Recipient Data as of November 2022
Number of Residential Cart Service Recipients
Garbage
32 -Gallon
64 -Gallon
96 -Gallon
Accounts with 1 container
0
13
11,881
Accounts with 2 containers
0
0
87
Accounts with 3 containers
0
0
18
Accounts with 4 containers
0
0
8
Accounts with 5 containers
0
0
3
Accounts with 6 containers
0
0
2
Accounts with 9 containers
0
0
1
Accounts with 169 containers
0
0
1
Recyclable Materials
32 -Gallon
64 -Gallon
96 -Gallon
Accounts with 1 container
5
10,687
26
Accounts with 2 containers
1
105
0
Accounts with 3 containers
0
8
0
Accounts with 5 containers
0
2
0
Accounts with 6 containers
0
1
0
Organic / Green Waste
32 -Gallon
64 -Gallon
96 -Gallon
Accounts with 1 container
7555
23
2,907
Accounts with 2 containers
25
1
169
Accounts with 3 containers
1
0
32
Accounts with 4 containers
0
0
8
Accounts with 5 containers
1
1
5
Accounts with 6 containers
0
0
3
Accounts with 7 containers
0
0
1
Accounts with 8 containers
1
0
0
Number of Commercial Service Recipients
Garbage Carts
Meek
2/Week
3/Week
4/Week
5/Week
6/Week
32 -Gal
1
0
0
0
0
0
64 -Gal
1
0
0
0
0
0
96 -Gal
28
0
0
0
0
0
Recyclable Materials Carts
1/Week
2/Week
3/Week
4/Week
5/Week
6/Week
32 -Gallon
2
0
0
0
0
0
64 -Gallon
1
0
0
0
0
0
96 -Gallon
16
0
0
0
0
0
City of Rosemead I Proposal No. 2022-28 PlB�, 17 ot71
Table 2 - Current Service Recipient Data as of November 2022
Number of Commercial Service Recipients (continued)
Yard Waste Carts
11Week
21Week
31Week
4/Week
5/Week
6/Week
64 -Gallon
8
0
96 -Gallon
10
0
Organic Waste Carts
1Meek
2/Week
Meek
4/Week
5/Week
6/Week
64 -Gallon
96
5
96 -Gallon
1
0
Garbage Bins
1/Week
Meek
3/Week
41Week
51Week
61Week
1.5 CY
128
6
0
0
0
0
2 C
15
0
0
0
0
0
3 CY
289
163
70
22
38
31
4 C
16
13
15
6
2
9
6 C
3
3
3
2
1
1
Recyclable Materials Bins
Meek
2/Week
31Week
4/Week
5/Week
Meek
1 C
2
0
0
0
0
0
1.5 CY
3
0
0
0
0
0
2 C
1
0
0
0
0
0
3 CY
32
13
13
3
2
0
4 C
0
0
0
0
1
0
Organic Waste Bins
1/Week
Meek
3/Week
4/Week
51Week
6/Week
1 CY
8
1
1.5 CY
7
3
2 CY
14
26
Number of City Designated Facilities
Garbage
1/Week
2/Week
3/Week
4/Week
51Week
61Week
3 CY
23
0
0
0
0
0
Recyclable Materials
11Week
2/Week
3/Week
4/Week
5/Week
6/Week
3 C
2
0
0
0
0
0
Organic Waste
1/Week
Meek
3/Week
41Week
51Week
61Week
64 -Gallon
3
0
0
0
0
0
City of Rosemead I Proposal No. 2022-28 Page 18 of 72
Table 3 - Tonnage Data
2019
2020
2021
Single -Family Dwelling
Total Tonnage
21,429.18
24,389.35
25,244.16
Garbage
12,113.24
12,045.59
13,817.99
Recycling
1 3,914.45
5,310.11
4,339.97
Organic / Green Waste / Food Waste
4,520.38
5,298.36
4,613.47
Residual
881.11
1,735.29
2,472.73
Multi -Family Dwelling
Total Tonnage
2,451.13
1,967.91
1,951.94
Garbage
2,307.07
1,794.04
1,809.64
Recycling
68.13
89.91
84.49
Organic / Green Waste / Food Waste
48.44
41.43
16.14
Residual
27.48
42.54
41.66
Commercial (Includes City Tonnage)
Total Tonnage
15,199.51
12,203.09
12,104.02
Garbage
14,306.20
11,124.91
11,221.65
Recycling
422.50
557.51
523.95
Organic / Green Waste / Food Waste
300.39
256.88
100.11
Residual
170.42
263.79
258.31
Roll off/Debris Box
Total Tonnage
4,655.13
3,637.72
4,238.38
Garbage
4,307.48
3,606.45
4,154.29
Recycling
253.66
11.05
54.38
Organic / Green Waste / Food Waste
9.81
16.76
21.68
Residual
84.18
3.46
8.03
City of Rosemead I Proposal No. 2022-28 Page 19 of 72
City of Rosemead I Proposal No. 2022-28 Page 20 of 72
PROPOSED SERVICES
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
Integrated Solid Waste Handling Services included in this procurement process are to be provided
in the incorporated City limits of Rosemead ("City Service Area"). Following City Council approval,
Integrated Solid Waste Handling Services will start on August 1, 2023, and will terminate with a
minimum ten (10) years or a maximum of fifteen (15) years. City will not accept automatic
extensions or evergreen terms.
The City is proposing that the following Integrated Solid Waste Handling Services be provided
within the City Service Area. Proposers should note that the City is very interested in providing
these services with minimum disruption to residents and businesses. Therefore, as part of the
Operations Plan requested in Section D, 2.4 of this RFP, proposers will be required to discuss
the methodology they will use to minimize the impact of any operational changes that may occur.
Proposers should also note that the City is interested in providing these services in the most
sustainable manner possible, such as, but not limited to, providing the following:
• State-of-the-art processing facilities that always meet or exceed all federal, state, and local
permitting requirements;
• Incorporating education and outreach programs to further the City's diversion requirements
and goals;
• Educating Service Recipients on the benefits of diversion program participation; and
• Reducing air emissions and wear -and -tear on City streets and Environmental Stewardship
including the use of local vendors and innovative "green" approaches to providing services.
Therefore, as part of the Diversion Plan requested in Section D, 2.4 of this RFP, Proposers will
be required to discuss the methodology they will use to provide sustainability programs associated
with providing requested services.
1. OVERVIEW OF BASE SERVICES
All Service Recipients in the City shall receive Integrated Solid Waste Handling Services, which
includes a minimum collection of at least weekly Garbage, Source Separated Recyclable Material
and Source Separated Organic Waste. By default, Source Separated Organic Waste Collection
Service is required to include a mix of Green Waste and Food Waste for all Service Recipients. The
selected Contractor will be required to collect all source separated Recyclable Materials and
Organic Waste and process for diversion from landfill in a manner that guarantees diversion credit
under the requirements of Applicable Law. Contractor will be required to not use source separated
Organic Waste as Alternative Daily Cover (ADC) at a landfill.
Source Separated Recyclable Materials accepted as part of the Integrated Solid Waste Handling
Services includes cans (aluminum and tin), glass bottles, newspaper, mixed paper, cardboard,
and plastics. All Service Recipients in the City shall be serviced using the designated sizes of
Carts and Bins, as well as 10 to 40 cubic yard Roll -off Containers for permanent Roll -off Service
Recipients.
City of Rosemead I Proposal No. 2022-28 Page 21 of 72
2. SINGLE FAMILY DWELLING (SFD) COLLECTION SERVICES
2.1. SFD Bundled Service - The City wishes to retain a weekly SFD Solid Waste
Collection Service system, using one (1) 96 -Gallon Black or Grey Garbage Cart
(with the option to downsize to a 32 -Gallon or 64 -Gallon Garbage Cart), one (1)
96 -Gallon Blue Recycling Cart, and one (1) Green 96 -Gallon Organic Waste Cart
as part of the base SFD Solid Waste Collection Service. On -premises collection
must be made available to eligible participants (physically unable to move carts).
2.2. SFD Garbage Collection Service - The City wishes to retain a weekly, automated
SFD Garbage Collection Service program consisting of Black or Grey Garbage
Carts in 32-, 64-, and 96 -Gallon sizes. Proposers are required to provide pricing
for the 32-, 64-, and 96 -Gallon Garbage Carts requested by SFD Service
Recipients.
2.3. SFD Recycling Collection Service - The City wishes to retain a weekly,
automated SFD Recycling Collection Service program, using 96 -Gallon Recycling
Carts. One (1) 96 -Gallon Blue Recycling Cart will be provided to each Service
Recipient as part of the base service to SFD Service Recipients. SFD Service
Recipients may request additional Recycling carts at no additional cost. The cost
for the base SFD Recycling Collection Service is to be included in the SFD base
Service Rates.
2.4. SFD Organic Waste Collection Service - The City wishes to include a weekly,
automated SFD Organic Waste Collection Service of Green Waste and Food
Waste, using 96 -Gallon Green Carts. One (1) 96 -Gallon Organic Waste Cart will
be provided to each Service Recipient as part of the base service to SFD Service
Recipients. SFD Service Recipients may request additional Organic Waste carts
for no additional cost. Holiday Tree Collection is to be included as part of the
curbside Organic Waste Collection Services program, starting December 26
through the second Friday in January of each year. The cost for the base SFD
Organic Waste Service is to be included in the SFD base Service Rates.
2.5. SFD Large Item Collection Service - The City is requesting to provide Large Item
Collection Services to SFD Service Recipients. This service includes the on-call
collection of a combination of five (5) Large Items (such as furniture, carpets,
mattresses, wood or yard trimmings, discarded household goods, etc.), or up to
ten (10) 32 -gallon bags, up to five (5) times per year for SFD Service Recipients
at no additional charge, at the request of the SFD Service Recipient. Bulky Waste
Collection Services are to be provided within two (2) business days of the request.
The cost for Bulky Waste Collection Service is to be included in the SFD base
Service Rates.
2.6. Additional Services
• Holiday Tree Collection — Annually, the Contractor shall collect all holiday
trees from December 26 through the second Friday in January.
• Home Compost Bins — The Contractor shall store, promote and distribute up
to 500 home compost bins per year to City residents.
• Kitchen Food Waste Pails — Contractor shall provide kitchen food waste pails
to all residential customers or offer an alternative solution to facilitate the
transfer of food from the kitchen to the organics collection cart.
City of Rosemead I Proposal No. 2022-28 Page 22 of 72
• Sharps Collection — Upon request, Contractor shall provide one postage -paid
mail -back home generated sharps container annually at no additional cost to
City residents.
• Extended Producer Responsibility City-wide Collection — Contractor to
promote and offer collection drives twice annually to collect and divert
electronic waste (E -waste), textiles, carpet and mattresses.
• Backyard/Off-Street Collection — The Contractor may charge customers for
this service. This service includes a discount program for qualifying seniors or
customers with disabilities with no additional charge to comply with ADA or
similar state law.
• Curbside E -Waste Collection- Contractor shall provide free curbside
household batteries and a -waste collection services.
• Universal Waste and Household Hazardous Waste — In the event that the
services provided by the County are discontinued, the Contractor shall
negotiate in good faith with the City to include these services as part of the
Integrated Solid Waste Handling Services.
3. MULTI -FAMILY DWELLING (MFD) COLLECTION SERVICES
MFD Collection Services will be considered as part of the Residential Collection Service. The
City wishes to have MFD Collection Service continue to be provided to Service Recipients in
Carts and Bins.
3.1. MFD Bundled Service - The City wishes to have a weekly MFD Solid Waste
Collection Service system, using Carts and/or Bins as requested by the MFD
Service Recipient. The base MFD Solid Waste Collection Service will include at no
additional cost one (1) 96 -gallon Blue Recycling Cart per Service Recipient, and
one (1) 32 -Gallon Green Organic Waste Cart. The actual configuration of
Recycling and Organic Waste Cart and/or Bin sizes shall be based on the total
equivalent volume and configured in a manner determined by the Service
Recipient in consultation with the Contractor.
MFD Service recipients may request additional carts and/or bins or increase their
collection frequency for an additional cost.
3.2. MFD Garbage Collection Service - MFD Garbage Collection Service collection
system shall use variable size Black or Grey Carts (32-, 64-, and 96 -Gallon) and
Bins (1-6 cubic yard bins). Proposers must provide pricing for all container sizes
listed here and in Form K.
3.3. MFD Recycling Collection Service - The City wishes to expand the current MFD
Recycling Collection Service program for all MFD Service Recipients in the Service
Area by using variable -size Carts and Bins. One (1) 96 -gallon Recycling cart will
be provided to MFD Service Recipients as part of the base service to MFD Service
Recipients. Additional MFD Recycling Collection Service may be provided for an
additional cost in variable size Recycling Carts and/or Recycling Bins, with the
volume, collection frequency and container type based on the individual needs of
the MFD complex. The Contractorwill be required to furnish the necessary number
and size of Bins and Carts to accommodate the MFD Recycling Collection
Services.
City of Rosemead I Proposal No, 2022-28 Page 23 of 72
3.4. MFD Organic Waste Collection Service - The Contractor will provide MFD
Organic Waste Collection Service to all MFD Service Recipients in the Service
Area, consistent with State requirements of AB 1826 and SB 1383. MFD Organic
Waste Collection Service is required to include Green Waste and Food Waste in
this program. Each MFD Service Recipient will receive one (1) 32 -Gallon Green
Organic Waste Cart as part of the base service. Additional MFD Organic Waste
Collection Service may be provided in variable size Carts and/or Bins, with the
volume, collection frequency and container type based on the individual needs of
the MFD complex. The Contractor will be required to furnish the necessary number
and size of Bins and Carts to accommodate the MFD Organic Waste Collection
Services. The cost for additional MFD Organic Waste Service is to be separately
accounted for in the MFD Service Rates. This service is to be arranged by the
property manager of the MFD complex.
The City is interested in proposals that can provide solutions for providing MFD
Organic Collection Service in mixed-use complexes (MFD and Commercial
Service Recipients that have limited space for collection Carts or Bins, and/or Bin
enclosures). The use of split Carts and/or split Bins is acceptable.
Holiday Tree Collection is to be included as part of the curbside Organic Waste
Collection Services program, starting December 26 through the second Friday in
January of each year.
3.5. MFD Large Item Collection Service - The City is requesting that the selected
Contractor provide Bulky Waste Services to MFD Service Recipients. This service
includes the on-call collection of a combination of six (6) Large Items (such as
furniture, carpets, mattresses, wood or yard trimmings, discarded household
goods, etc.), or up to ten (10) 32 -gallon bags, up to five (5) times per year for each
Dwelling Unit in a MFD Service Recipient complex, to be arranged with the
property manager. Bulky Waste Collection Services are to be provided within two
(2) days of the request. The cost for Bulky Waste Collection Service will be
"bundled" into the MFD Collection Rates proposed on Form K.
4. COMMERCIAL COLLECTION SERVICES
4.1. MXD (Mixed -Use Dwellings) Collection Services - MXD (Mixed -Use Dwellings)
Collection Services will be considered as part of the Commercial Collection
Service.
4.2. Commercial Bundled Service - The City wishes to retain a weekly Commercial
Solid Waste Collection Service system, using Carts and/or Bins as requested by
the Commercial Service Recipient, and including at no additional cost the
equivalent volume of Garbage and Recycling Collection Service, with a minimum
of at least one (1) 96 -gallon Blue Recycling Cart per Service Recipient, and one
(1) 32 -Gallon Green Organic Waste Cart as part of the base Commercial Collection
Service. The actual configuration of Recycling and Organic Waste Cart and/or Bin
sizes shall be based on the total equivalent volume and configured in a manner
determined by the Service Recipient in consultation with the Contractor. Proposers
are required to provide pricing for collection of the base services and for any
additional services that may be requested by the Commercial Service Recipient.
4.3. Commercial Garbage Collection Service - The City wishes to use variable size
Garbage Carts (64 -and 96 -Gallon) and Garbage Bins (1-6 cubic yard bins).
City of Rosemead I Proposal No. 2022-28 Page 24 of 72
Proposers must provide pricing for all container sizes listed here and in Form K
4.4. Commercial Recycling Collection Service - The City wishes to provide single -
stream Commercial Recycling Collection Service program, using variable size
Recycling Carts and Recycling Bins, to all Commercial Service Recipients in the
Service Area, consistent with the State requirements of AB 341 and SB 1383. Each
Commercial Service Recipient will receive one (1) 96 -gallon recycling carts at no
additional cost as part of the base service (the actual configuration of Carts
and/or Bins may be determined between the Contractor and the Service Recipient;
up to two (2) smaller size Carts may be provided if necessary to meet space
constraints). Additional Commercial Recycling Collection Service may be provided
in variable -size Carts and/or Bins, with the volume, collection frequency and
container type to be based on the individual needs of the Commercial Service
Recipient or Commercial complex. The Contractor will be required to furnish the
necessary number and size of Recycling Bins and Recycling Carts to
accommodate the Commercial Recycling Collection Services. The cost for
additional Commercial Recycling Collection Service is to be separately accounted
for in the Commercial Service Rates.
4.5. Commercial Organic Waste Collection Service - The City wishes to provide
Organic Waste Collection Service to all Commercial Service Recipients in the City
Service Area, including Food Waste, consistent with State requirements of AB
1826 and SB 1383. Commercial Organic Waste Collection Service is required to
include both Green Waste and Food Waste. Each Commercial Service Recipient
will receive the equivalent volume of one (1) Green 32 -Gallon Organic Waste Cart
at no additional cost as part of the base service (the actual configuration of
Carts and/or Bins may be determined between the Contractor and the Service
Recipient; up to two (2) smaller size Carts may be provided if necessary to meet
space constraints). Additional Commercial Organic Waste Collection Service may
be provided in variable -size Organic Waste Carts and/or Organic Waste Bins, with
the volume, collection frequency and container type to be based on the individual
needs of the Commercial Service Recipient or Commercial complex. Large
generators of Green Waste may also subscribe to collection of Green Waste only
(in addition to the required base service). This service is to be arranged by the
Commercial Service Recipient or the property manager of the Commercial
complex, as appropriate. The cost for additional Commercial Green Waste or
Organic Waste Services is to be separately accounted for in the Commercial
Service Rates.
5. CITY SERVICES
5.1. Collection from City Service Recipients - The Contractor will provide collection
services to all City Facilities, at no cost to the City. These services include the
collection of Garbage, Recyclable Material and Organic Waste from City Facilities.
This service also includes collection of City -generated Bulky Waste from City
facilities. Frequency of service will be determined by location need. A list of current
locations and service levels will be provided in the Draft Integrated Solid Waste
Handling Agreement. The Contractor will provide Solid Waste Collection Services
for City -Supported Events, at no cost to the City, upon request.
5.2. Collection from City Transit Shelters - The Contractor will provide Garbage
collection services to public trash cans and City -owned bus stops not less than
City of Rosemead I Proposal No. 2022-28 Page 25 of 72
three (3) days per week, at no cost to the City. This service will also include
minimally annual power washing public trash cans and maintaining cleanliness in
and around the trash cans. A list of current locations will be provided in the Draft
Integrated Solid Waste Handling Agreement.
6. STREET SWEEPING SERVICES
6.1. Contractor must provide a proposal to include Street Sweeping Services. City staff
has performed a preliminary evaluation of the City's current street sweeping
schedule and is requesting that Proposers include cost proposals for the following
options for providing the City's street sweeping services.
Option 1 — Perform street sweeping during different time periods on the
same day. Option 1 revises the City's street sweeping schedule to perform
sweeping on each side of the street, during separate time periods on the same
day. For example, streets currently swept on both sides on Monday between
8AM —12PM will be revised to one side of the street swept on Monday between
8AM — 12PM, and the other side of the street swept on the same Monday
between 12PM-4PM. Option 1 includes:
o Updating existing "No Parking" signs by applying stickers to revise the time
periods.
o Alternating sides of the street swept with the least amount of impact to
current sweeping operations and schedule.
Option 2 — Perform street sweeping during the same time period on
different days. Option 2 revises the City's street sweeping schedule to perform
sweeping on each side of the street during the same time period on different
days. For example, streets currently swept on both sides on Monday between
8AM — 12PM will be revised to one side of the street swept on Monday between
8AM — 12PM and the other side of the street swept on Tuesday between 8AM
— 12PM. Option 2 includes:
o Potential increase in street sweeper drive time and associated costs.
o Updating existing "No Parking" signs by applying stickers to revise the time
periods.
o Requiring rerouting street sweeping throughout the entire City and results
in the most significant impact to the current sweeping schedule.
• Option 3 — Maintain current street sweeping schedule. No changes or
impacts to the current street sweeping schedule.
6.2. Residential and Commercial Street Sweeping Service is to begin after 7:00 a.m.
and before 7:00 p.m. The streets for Street Sweeping Service are to be designated
by the City.
6.3. The City is interested in using sweepers equipped with clean air engines, that
operate quietly, and are equipped such that they will sweep rocks, glass, and other
debris effectively form public roads, including shoulders and bike paths.
City of Rosemead I Proposal No. 2022-28 Page 26 of 72
7. GOOD CORPORATE CITIZENSHIP / VALUE-ADDED SERVICES
7.1. Contractor may provide additional good corporate citizenship / value-added
services for the City to consider. Refer to Section D.2.6 (Proposal Service
Alternatives and Agreement Exceptions) for additional detail regarding submitting
alternatives and exceptions to this RFP. Additional costs associated with each
good corporate citizenship / value-added service is to be separately accounted for
using the forms provided in Section F.
8. EDUCATION AND OUTREACH
8.1. Contractor must provide an on-going and effective Education and Outreach
Program, provided to all Service Recipients in the City to assist the City in meeting
its diversion requirements and goals. The Education and Outreach Program may
involve the development of education and outreach materials, staffing at City -
Supported Events, a City -specific website that fully explains the Contractor's
services and rates, effectively promotes the diversion options offered to Service
Recipients, and allows Service Recipients to submit service changes, inquiries,
complaints or queries, as well as other social media platforms, and other
strategies. The Proposer must include specific details of the proposed Education
and Outreach Program, how the program will be managed, and how effectiveness
of the program will be measured on an ongoing basis. These indicators are to be
incorporated into the on-going reports provided to the City, and the City reserves
its right to re -direct Contractor's efforts or require additional Contractor efforts if the
Education and Outreach Program is not showing measurable and tangible results
as proposed.
Education and Outreach Program responsibilities will include, but are not limited
to, the following:
• Recycling and organic waste program implementation, including conducting
on-site waste audits and providing written summary reports for all Service
Recipients at least once per year for the first three (3) years of the term.
Thereafter, on-site waste audits will be conducted for a minimum of fifty percent
(50%) of Commercial Service Recipients, with the primary focus on those
Service Recipients with the lowest program participation or diversion. The
results of the waste audits and on-going AB 341, AB 1826, and SB 1383
compliance reports will be provided to the City;
• Educate City staff and Service Recipients as appropriate, regarding Applicable
Law, and other State legislation;
• Develop and distribute public education and outreach material to Service
Recipients;
• Advise appropriate personnel (management, employees, janitors, etc.) at MFD
and Commercial Service Recipients on methods and recommendations to
increase recycling and decrease landfilling (i.e., how to maximize diversion and
provide educational materials, posters, labels, etc.);
• Inform and educate Service Recipients on the full range of all services being
offered, including Cart and Bin exchange and cleaning, Clean -Up Day annual
City of Rosemead I Proposal No. 202228 Page 27 of 72
events, and Bulky Waste Collection, and availability of Kitchen Food Waste
Pails/Containers;
• Advise Service Recipients on the selection of collection services and container
sizes to maximize diversion, and the potential cost control if a Service Recipient
takes recommended actions to increase diversion;
• Educate Service Recipients, especially MFD and Commercial Service
Recipients, on how to participate in Recycling and Organic Waste diversion
programs, and decrease or eliminate contamination; and
• Educate and train staff and custodians on best practices for recycling, waste
reduction and availability and use of in-house recycling containers.
Upon award of Integrated Solid Waste Handling Services Agreement, the Contractor
will meet with key City staff on a monthly basis to review, at a minimum, program
performance, current and anticipated activities, specific outreach performed to
promote high participation in diversion programs, ability for Service Recipients to
change service levels, awareness of and participation in Bulky Waste Collection,
methods to monitor contamination, Service Recipient service messaging on
diversion programs. Starting in July 2024, at the City's option, the frequency of
meetings may be reduced. The Contractor may use subcontractors to perform some
or all the duties normally assigned to outreach staff. The City will approve any such
subcontractors in advance. The City will approve the specific program activities
associated with the Education and Outreach Program, and the selected
Contractor's Education and Outreach Plan will be included as an Exhibit to the
final executed Integrated Solid Waste Handling Services Agreement.
9. COLLECTION CONTAINERS
9.1. Contractor must provide Collection Containers that are compliant with SB 1383.
Contractor must distribute new carts and newly painted bins at the start of
the Agreement. Each container must be in a color distinctive to each use and all
containers for the same use shall be colored the same. Each container shall be
marked with an adhesive label or imprinted with its intended usage in letters and
pictures. The label shall specify what materials are allowed to be placed in each
container. Labels must represent acceptable versus unacceptable items in written
or graphic form. The following colors shall be used for collection container lids:
Garbage (black or grey); Recyclable Materials (blue); Organic Waste (green);
Contractor -owned Compactor Bins (color appropriate to content as previously
designated).
Contractor must provide Carts ranging in size, including 32-, 64-, and 96 -gallons.
The Contractor must also provide Bins ranging in size from 1- to 6 -cubic yard
capacity for collection from MFD Service Recipients, Commercial Service
Recipients, and City facilities, except for Organic Waste Bins which shall be
provided in sizes ranging from 1- to 2 -cubic yard capacity. The cost for this service
is to be bundled in the Collection Service rates and not charged as a separate cost
to the Service Recipient. Proposer's Cart and Bin specifications will be included in
the final Integrated Solid Waste Handling Services Agreement. The City may
inspect the condition of the Carts and Bins and may require immediate
replacement of Carts or Bins if they are determined by the City not to be in good
working order or visually acceptable appearance.
City of Rosemead I Proposal No. 2022-28 Page 28 of 72
The City anticipates that during the term of the proposed Integrated Solid Waste
Handling Services Agreement, Carts will need to be repaired and/or replaced with
new Carts. Accordingly, all new Carts will have heavy duty wheels, attached
hinged lids, and be designed to be resistant to inadvertent tipping due to high
winds. All new or replacement Carts must be compatible with automated collection
and similar to the existing Carts. The City will approve the specific colors of the
Carts (blue for Recyclable Material, green for Organic Waste, and black or grey for
Garbage) and Cart design (square, rectangular, tall, short). The lids and bases on
all Carts must have matching colors or as approved by SB 1383. All new or
replacement Carts will be manufactured with a minimum twenty percent (20%)
recycled material content and come with a ten (10) year warranty against defects.
The City strongly encourages new and replacement Carts to be made of
materials with a higher recycled content than twenty percent (20%). The City
also requires that all new or replacement Carts be hot -stamped, embossed, or
labeled/decaled with "Disposal Company", a unique identification number, and
images of the type of materials to be collected (i.e., Garbage, Organic Waste,
Recyclable Material). All Carts shall also contain instructions for proper usage. If
any of the above is accomplished via labels or decals, such labels or decals must
be maintained and/or replaced as necessary throughout the term to maintain a
near new appearance. The Carts shall contain all writing in English, Chinese,
Vietnamese, and Spanish languages.
Throughout the term of the Integrated Solid Waste Handling Services Agreement,
at no cost to Service Recipients, Contractor must replace or repair Carts or Bins if
replacement or repair is due to wear from normal use, or damage caused by the
Contractor. In addition, Service Recipients may request a Cart or Bin exchange for
each commodity type twice during the term of the Agreement at no cost to the
Service Recipient. However, if the Cart or Bin is damaged by Service Recipient,
Contractor may charge for the repair or replacement. Replacement or repair of a
Bin or Cart is to be done by the next regularly scheduled collection day after verbal
or written notice by the City, a Service Recipient, or as observed by Contractor's
staff. At a minimum, the City will assess liquidated damages for Carts or Bins
not in good working order or visually deficient, Contractor not replacing or
repairing Carts or Bins as required by the Integrated Solid Waste Handling
Services Agreement, Contractor not promptly removing graffiti from Carts or
Bins, or for Carts or Bins not properly labeled.
10. COLLECTION VEHICLES
10.1. Upon commencement of the Integrated Solid Waste Handling Services Agreement
and throughout the term of the agreement, the Contractor must provide collection
vehicles that comply with federal, state, regional and local clean air and safety
standards. Contractor shall transition all of its residential and commercial
Collection vehicles to renewable natural gas (RNG) by December 31, 2025.
The specific type of fuel to be used is to be proposed by the Proposers. Proposers
also must demonstrate how their collection vehicles will comply with California Air
Resource Board standards. The City encourages the use of collection vehicles
that exceed the minimum standards, including the use of CNG/LNG/Electric
powered vehicles. Additionally, if during the term of the Integrated Solid Waste
Handling Services Agreement, new technologies are available such as hybrid or
electric powered collection vehicles, the City or the Contractor may
City of Rosemead I Proposal No. 2022-28 Page 29 of 72
request/negotiate implementation of such new collection vehicles, with a
corresponding change on Service Rates to reflect additional cost or savings.
The City is also concerned with additional wear to the City's streets from collection
vehicles. The City is interested in collection methods and collection vehicles that
minimize wear on the City's streets. Proposers must specify the gross operating
weight of the collection vehicles, the methods to monitor, report and eliminate
overweight collection vehicles from operating within the City. The City will assess
liquidated damages for vehicles that exceed local, state or federal maximum
loaded vehicle weights, collection vehicles not meeting the required
performance standards, or leaking fuel, oil, coolant, or hydraulic fluids on
the public or private streets and parking lots located within the City.
Proposers are required to provide a description of how their collection vehicles and
collection methods will minimize wear on the City's streets.
All collection vehicles will be equipped with GPS tracking devices that can be used
to record start and stop times, vehicle locations, and maximum speed. All collection
vehicles must meet federal, state, and local maximum noise standards, and be
repainted at least once every five (5) years, or as reasonably determined by the
Agreement Administrator to maintain a positive public image. In addition, vehicles
that will be used on a temporary basis (during regular vehicle maintenance or
repair) must meet all the Integrated Solid Waste Handling Services Agreement
specifications if they are used more than forty-five (45) days per year.
Additional details on specific vehicle requirements can be found in the Draft
Integrated Solid Waste Handling Agreement.
11. COLLECTION HOURS AND DAYS
11.1. SFD collection hours shall be between 7:00 a.m. and 5:00 p.m., Monday through
Friday. MFD collection hours shall be between 7:00 a.m. and 5:00 p.m., Monday
through Friday. Commercial and City collection hours shall be between 5:00 a.m.
and 7:00 p.m., Monday through Saturday. Commercial collection adjacent to
SFD/MFD/MXD shall be between 7:00 a.m.-7:00 p.m. Monday through Friday and
Saturday 8:00 a.m.-7:00 p.m. The City may also require restricted collection hours
in areas impacted by commute traffic, road repair, around schools, in areas where
commercial collection is within six hundred (600) feet of residential housing, or
where continued noise complaints about collection vehicles have occurred.
12. DISPOSAL AND PROCESSING FACILITIES
12.1. Proposers must submit Proposals offering disposal and processing facilities that
are fully permitted and have secured adequate capacity for the City's collected
Garbage, Recyclable Material and Organic Waste for the term of the Integrated
Solid Waste Handling Services Agreement. Proposers may additionally include
facilities that are planned or in process of getting permitted provided they can show
the status of the permitting process, and the expected date of operation.
The name, owner and type of the facilities to be used for disposal, transfer,
Recyclable Material and Organic Waste processing and their location and
distance from the center of City;
City of Rosemead I Proposal No. 2022-28 Page 30 of 72
• The name and owner of the facility(ies) to be used for vehicle and equipment
parking, storage and maintenance, and their location and distance from the
center of City;
• The name and owner of the facility to be used for customer service, and its
location and distance from the center of City,
• Recovery rates for the disposal facility, Recyclable Material and the Organic
Waste processing facilities, net of residual.
• Operating limitations of the Recyclable Material Processing Facilities (i.e.,
contamination/residual, material types accepted, hours, etc.). Include single -
use disposable container types that will and will not be recycled as diversion;
• Operating limitations of the Organic Waste Processing Facilities (i.e.,
contamination/residual, material types accepted, hours, etc.). Include single -
use disposable container types that will and will not be composted or otherwise
processed as organic waste diversion;
• How Recyclable Materials and Organic Waste will be marketed and sold,
contingencies for changes in markets, and the average dollar/ton received for
the sale of Recyclable Material and for processed organic waste (compost);
• The permitted capacity of each facility where materials will be disposed of or
processed, and the ability to accommodate the City's operations over the term.
Processing facilities must have appropriate permits from all applicable
regulatory entities (including but not limited to CalRecycle and the Local
Enforcement Agency) in place at all times.
• Any unbuilt/proposed processing facilities that are anticipated to be used
during the term of the Integrated Solid Waste Handling Services Agreement.
This must include name, location, type of materials accepted for processing,
permit status, expected start-up date. Please note that Proposer's reliance
only on future processing facilities will be grounds for disqualification. Any
proposed use of future facilities must be accompanied by an alternative if future
facility or capacity does not materialize as anticipated.
13. DIVERSION STANDARDS
13.1. The Contractor will be responsible for diverting from disposal at least fifty (50%) of
all materials the Contractor collects from all services under the provisions of the
Agreement, starting August 1, 2023, measured annually. The Proposer must also
provide their methodology for assisting the City in achieving the State's
seventy-five percent (75%) diversion goal.
14. DISPLACED EMPLOYEES
14.1. The City requires that the selected Contractor offers employment to displaced
employees of the prior contractors (and, if applicable, subcontractors) for a period
of not less than ninety (90) days and to comply with the requirements of sections
1072 and 1075 of the California Labor Code. Proposers shall include a declaration
of intent in the cover letter of their proposal, indicating their agreement to retain the
employees of the prior contractors/subcontractors for a period of not less than
ninety (90) days pursuant to section 1072(a) of the California Labor Code. Any
City of Rosemead I Proposal No. 2022-29 Page 31 of 72
Proposer that fails to include such a declaration in the cover letter of its proposal
may be considered non-responsive, and, if so, its proposal will not receive further
consideration.
Prior to contract award, the City will require the selected Contractor to affirm its
commitment to provide offers of employment to displaced employees, including
the provision to employ displaced employees for not less than ninety (90) days.
The City will also require the selected Contractor to agree to make information
about wage rates, benefits and job classifications of employees available to the
City prior to subsequent procurement for solid waste collection and transportation
services.
15. CUSTOMER SERVICE AND BILLING
15.1. The Contractor shall be responsible for the billing and collection of payments for
all Integrated Solid Waste Handling Services. Contractor must charge Service
Recipients the Service Rates approved by the City and such rates may be adjusted
under the Agreement.
15.2. The Contractor shall not charge the City for the inclusion of additional educational
or other materials in the invoices.
15.3. The City wishes to not discontinue services to SFD Service Recipients. Upon
written request of the Contractor, City agrees to assist Contractor in submitting
account delinquency information to Los Angeles County Assessor's Office for
placement on the tax roll
16. SERVICE RATES
16.1. The City wishes to provide incentives for residents and businesses to actively
participate in Recycling and Organic Waste programs, while not being required to
over -subscribe for services. Service Rates will be based on the Garbage, Organic
Waste and Recycling container capacity, and/or the number of containers and
frequency of collection.
Maximum Services Rates will be effective August 1, 2023 and will be adjusted
beginning July 1, 2024, and each July 1 thereafter during the term of the
Agreement by multiplying the prior year's Maximum Service Rate by 1 plus the
percentage change in the "Consumer Price Index" or CPI index (or another
mutually agreed-upon index if this one is no longer published) between the most
recently published index and the corresponding index published twelve months
earlier as described in the Draft Integrated Solid Waste Handling Agreement.
17. CONTRACTOR'S PAYMENTS TO THE CITY
The Contractor will pay to the City the following fees:
17.1. Procurement Fee: The Contractor shall reimburse the City a one-time fee for the
cost of Integrated Solid Waste Handling Agreement solicitation, evaluation,
negotiation and award process, as determined by the City. This one-time payment
is due within thirty (30) days of the Effective Date of the Integrated Solid Waste
Handling Services Agreement.
City of Rosemead I Proposal No. 2022-28 Page 32 of 72
17.2. Franchise Fee: The Contractor shall pay Franchise Fee to the City. Franchise Fee
will be quarterly payment to City equal to a minimum ten percent (10%) of Gross
Revenues collected under the terms of this Agreement. At no time shall this
franchise fee be added to customer billing statements.
17.3. Mitigation Fee: In addition to the payments stated above, the Contractor shall
pay an optional Mitigation Fee to the City, either as a single lump sum payment
within thirty (30) days of the execution of the Agreement or as an annual fee subject
to annual adjustment in the same manner as Contractor's service rates, to assist
City in mitigating the impacts of solid waste collection activities within the City,
including but not limited to impacts related to noise, traffic, air quality, storm water
contamination prevention, and enforcement activities. Proposers are requested to
propose a Mitigation Fee as it relates to these and other impacts related to solid
waste collection activities within the City. The proposed Mitigation Fee is to be
separately accounted for using the forms provided in Section F.
18. CITY IMPOSED MITIGATION FEES
18.1. Annual SB 1383 and Administrative Fee: For the administrative costs of
reporting and enforcing SB 1383, advertising and outreach solid waste programs,
and managing the City's solid waste program, Contractor shall pay City an annual
SB 1383 and Administrative Fee, as determined by the City.
19. OTHER FEES
19.1. The City may set other fees, as it deems necessary, such as landfill closure
funding. The amount, time, and method of payment and adjustment process shall
be set in a manner similar to that for other fees described in this Section.
20. ADJUSTMENT TO FEES
20.1. City may adjust the fees described in this Section and Article 4 of the Draft
Integrated Solid Waste Handling Agreement (to be provided at the Mandatory Pre -
Proposal Video Conference and also made available via an addendum to this RFP)
at any time during the Term of the Integrated Solid Waste Handling Services
Agreement. All changes in the total amount of fees to be collected by Contractor
and remitted to the City shall be promptly reflected in an adjustment in Service
Rates, such that the Contractor shall be fully compensated in its Service rates for
all such fees.
21. BILLING AUDIT, FINANCIAL AUDIT, AND PERFORMANCE REVIEW
21.1. Only if requested by the City, a billing audit, financial audit, and performance
review may be conducted up to two times during the initial term, provided that a
pre -established methodology is agreed to by both the City and the Contractor. The
Contractor is responsible for paying for one hundred percent (100%) of the Billing
Audit and Performance Reviews.
22. RECYCLING AND COMPOST REVENUES
22.1. If Proposer receives any revenues from the sale of processed recyclables and
organic waste (i.e., compost), it will be retained by the Contractor. The City
believes it is appropriate for the successful Contractor to retain these revenues
City of Rosemead I Proposal No. 2022-28 Page 33 of 72
and directs Proposers to take these monies into account when completing their
Service Rates.
City of Rosemead I Proposal No. 2022-28 Page 34 of 72
City of Rosemead I Proposal No. 2022-28 Page 35 of 72
RESPONSE FORMAT
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
1. PREPARATION OF PROPOSALS
Three (3) bound copies of the proposal, and one (1) electronic PDF file of the proposal and one
(1) Microsoft Excel file with Form K: Service Rates Cost File (Attachment 1) on flash drive in
sealed envelope(s) with a cover indicating the proposer name and proposal title and number must
be submitted. Alternatively, Proposers may provide a reproducible digital copy of the complete
proposal, in a single PDF file submitted via the PlanetBid System at the following link:
https:Hr)bsystem.planetbids.com/portal/54150/aortal-home. Additional copies may be requested
by the City at its discretion. All blank spaces must be filled in and noted, in blue ink or typed,
with amounts extended and totaled as appropriate.
All required original signatures must be in blue ink. All corrections made by the Proposer to any
part of the RFP document must be initialed in blue ink. Only one (1) proposal from any individual,
firm, partnership, or corporation under the same or different names will be considered.
Proposals by corporations must be executed in the corporate name by two (2) corporate officers.
One signature must be from the chairman, president, or vice-president, and the other signature
must be from the chief financial officer, assistant treasurer, secretary, or assistant secretary. The
corporate address and state of incorporation must be shown below the signature.
Proposals by partnerships must be executed in the partnership name and signed by a partner.
His/her title must appear under his/her signature, and the official address of the partnership must
be shown below the signature. Proposals by limited liability companies must be executed in the
company's name and signed by a managing member. No Proposer shall take exception to the
specifications herein. Proposals taking exception to the specifications may be rejected as non-
responsive.
2. PROPOSAL CONTENT
To expedite the evaluation process, each proposal shall be organized in accordance with this
Section as outlined in Table 4. Instructions for preparing each section of the proposal shown in
the outline are given in the following subsections. Proposals that do not follow the specified format
outlined below, or fail to provide the required documentation, may receive lower scores during the
evaluation process. In the event of any conflict between any of the proposal documents, resolution
thereof shall be in the City's sole discretion. The Proposers shall provide the information as
requested and as applicable to the proposed services. Headings and section numbering used in
the proposal shall be the same as those identified in Table 4. Proposals shall include the following
information in the format indicated in Table 4, on the following page.
City of Rosemead I Proposal No. 2022-28 Page 36 of 72
SECTION
TABLE 4: OUTLINE FOR PROPOSAL
1
COVER LETTER
EXECUTIVE SUMMARY
PROPOSAL BOND
PERFORMANCE BOND COMMITMENT LETTER
SIGNED COPIES OF ADDENDA
TABLE OF CONTENTS
2
QUALIFICATIONS
3
STATEMENT OF FINANCIAL QUALIFICATIONS
4
TECHNICAL PROPOSAL
5
FORMS
5
SERVICE EXCEPTIONS/ALTERNATIVES
if applicable)
7
APPENDIX
2.1. Cover Letter, Executive Summary, Proposal Bond, Performance Bond
Commitment Letter, Signed Copies of Addenda, Table of Contents
All proposals must be accompanied by a cover letter not exceeding the equivalent of four
(4) pages and should provide as follows:
• Name, address, telephone number, fax number, and email address of applicant's
key contact person.
• Description of the type of organization (e.g., corporation, partnership, limited
liability company, including joint venture teams and subcontractors) submitting
proposals.
• Name of the entity that will sign the Integrated Solid Waste Handling Services
Agreement, in the event one is awarded.
• Written statements warranting, certifying, and guaranteeing the following:
o Proposer has examined, understood, and agreed to the Integrated Solid
Waste Handling Services Agreement.
o The requirements of the Draft Integrated Solid Waste Handling Agreement
as described in this RFP document, its enclosures, and all addenda, by
listing all addenda and dates received, have been thoroughly reviewed and
the Proposer has conducted all due diligence necessary to confirm material
facts upon which the proposal is based.
City of Rosemead I Proposal No. 2022-28 Page 37 of 72
o If the City awards the Collection Service to the Proposer, that the Proposer
shall reimburse the City for the cost of this procurement, in an amount as
determined by the City. This one-time payment is due within thirty (30) days
after the Effective Date of the Integrated Solid Waste Handling Services
Agreement.
o The Proposer will not receive any additional compensation that is not
included in the Proposer's Rate Proposal Forms (Attachment 1) for
providing Integrated Solid Waste Handling Services in the City.
o The validity of the proposal contents including proposed Service Rates and
pricing for a period of one hundred eighty (180) days.
o The Proposer will enter into the Integrated Solid Waste Handling Services
Agreement with the City if selected as the City's Collection Service
provider.
o Disposal capacity for all Garbage that pertains to this Integrated Solid
Waste Handling Services Agreement.
o Recyclable Materials Processing capacity for all material that pertains to
this Integrated Solid Waste Handling Services Agreement.
o Organic Waste Processing capacity for all Organic Waste that pertains to
this Integrated Solid Waste Handling Services Agreement.
Ca No gratuities have been or will be offered or given by Proposer, or any
agent or representative of the Proposer, to any officer or employee of the
City or any participant in the selection of a Proposer to furnish the services
described herein to secure a favorable treatment regarding the evaluation,
scoring, and Integrated Solid Waste Handling Services Agreement award
process.
The following items should be appended to the cover letter:
• Executive Summary — Not to exceed six (6) pages. Must highlight the major
elements of the Proposer's qualifications and proposal, including a brief description
of the Proposer's initial transition plan and schedule, and facilities to be used. All
information should be provided in a concise manner.
• Proposal Bond;
• Performance Bond Commitment Letter;
• Signed Copies of Addenda acknowledging receipt or digital acknowledgement
within the PlanetBid System; and
• Table of Contents.
2.2. Qualifications
Key Staff Persons (including Proposer's Service Supervisor and Collection Service
Manager assigned to the City). Proposers must identify each person and provide
resumes for key staff proposed for the service identified herein. Demonstrated experience
in providing residential and commercial Integrated Solid Waste Handling Services, and
knowledge of collection containers and automated collection vehicles is of key importance
to the City. Additionally, Proposers must demonstrate experience and ability to work
closely with the current hauler and City staff during the transition period, and on an ongoing
City of Rosemead I Proposal No. 2022-28 Page 38 of 72
basis with City staff during the duration of the Integrated Solid Waste Handling Services
Agreement.
Staff Responsibilities. Proposers must provide names and resumes of principal officers,
partners, or other officials or managers who will be performing substantive responsibilities
required under the Integrated Solid Waste Handling Services Agreement. Proposers must
describe relevant technical experience of key personnel, their background in Garbage,
Recyclable Material, and Organic Waste collection/processing.
References. Proposers must provide a minimum of three (3) clients that the City may
contact to conduct a reference check. The Proposer must be providing or have provided
similar services as requested herein to these references the within the last three (3) years.
Complete references must also be included on the Form provided in Section F.
Litigation and Notice of Violation History. For all Litigation and Notice of Violation
History, Proposer may limit disclosures to the following California counties: Los Angeles,
Ventura, Kern, San Bernardino, Orange, and Riverside. The Proposer must provide a
history for the last five (5) years of all claim settlements, arbitrations, litigation proceedings,
and civil actions involving One Hundred Thousand Dollars ($100,000) or more, and all
criminal actions in which the company, its parent company, subsidiaries, all partners, or
principals were involved.
For each case, the Proposer must provide the following:
The name of the claim, arbitration, litigation or action;
The amount at issue or the criminal charges alleged; and
The resolution of the case.
The Proposer must also provide details of any current or threatened legal actions in
California against the Proposer or its parent company, subsidiaries, all partners, principals,
or joint venture company(ies) by a governmental entity contracting with the Proposer or
its parent company for services relating to solid waste management, or against such a
government entity by the Proposer or its parent company or joint venture company(ies).
For each action, the Proposer must provide the following:
The name of the action;
The court in which the action is pending;
The action number: and
The amount at issue.
The Proposer shall provide a list of all Notice of Violations and/or enforcement actions
taken against it during the last five (5) years by any regulatory agency such as, but not
limited to, the United States Environmental Protection Agency, Air Quality Management
District, a Local Enforcement Agency under the California Integrated Waste Management
Act, or Cal/OSHA. The list shall include the name of the regulatory agency and the date
of the enforcement action and a copy of any Notice of Violation. The Proposer shall inform
the City if it has had a permit, franchise, license, entitlements, or business licenses that
have been revoked or suspended in the last five (5) years.
City of Rosemead I Proposal No. 2022-28 Page 39 of 72
The Proposer must list any liquidated damages, administrative fines, charges, or
assessments that total Fifty Thousand Dollars ($50,000) or greater in any one (1) calendar
year during the last five (5) years that have been paid by the Proposer to a public agency
as a result of solid waste management services provided by Proposer. The list shall
include the name of the public agency, the date and amount of the liquidated damages,
administrative fines, charges, or assessments, and the reason the public agency assessed
the liquidated damages, administrative fines, charges, or assessments.
The Proposer must list any claims against a bid, proposal, or performance bond and the
results and failure to receive a bid, proposal, or performance bond, or any contractual
defaults or termination in the last fifteen (15) years.
2.3. Financial Qualifications
The Proposer must provide a written statement of its financial qualifications to perform the
work described in this RFP. The statement must thoroughly describe and provide
documentation of the Proposer's ability to secure financing for all trucks, facilities, other
equipment and labor required to perform all services described in this RFP, as must
include the total estimated amount of expense and financing that is expected to be
incurred and used in performing the work.
This statement must be accompanied by a letter from Proposer's bank/financial institution
clearly stating that the Proposer has adequate assets and/or irrevocable line of credit that
is sufficient to compensate for all required payments to the City, capital costs, equipment
costs, start-up costs, and a minimum of three (3) months' operating costs.
The Proposer must provide copies of audited financial statements for the entity that is
proposed to sign the Integrated Solid Waste Handling Services Agreement, for the most
recent three (3) fiscal years. Audited financial statements should include: balance sheet,
income statement, statement of changes, footnotes, and subsidiary schedules.
In the event that a Proposer does not have audited financial statements, three years of
business tax returns, with supporting schedules, may be provided. However, tax returns
are not an alternative to providing audited financial statements; if the Proposer has audited
financial statements, those must be provided.
The City reserves the right to require submission by Proposer, at no cost to the City, an
opinion by a Certified Public Accountant with regard to the financial status of such
Proposer, including ownership of, or interest in, equipment and facilities prior to award of
a Integrated Solid Waste Handling Services Agreement.
As is set forth in this RFP, the City will make reasonable efforts, but makes no
representation, that it will be able to maintain total confidentiality of Proposer's financial
information. A Proposer that submits financial information that it asks to have treated as
confidential should submit a statement justifying the request, reference it in the proposal
and label it as a separate attachment, clearly identifying it as confidential. At all times, the
City will comply with the provisions of the California Public Records Act.
City of Rosemead I Proposal No. 2022-28 Page 40 of 72
2.4. Technical Proposal
Proposers are required to provide a description of the way the requested services are to
be provided. The work plans must address and include those items as specified below.
The City will place significant emphasis on Proposer's proposed work plans during the
evaluation process. At a minimum, Proposers shall include the following work plans:
Transition Plan
Proposers shall provide a detailed Transition Plan that describes the plans and schedule
of events for the provision of new services. The Transition Plan will be included as part of
the operations plan, which is an exhibit to the final Integrated Solid Waste Handling
Services Agreement, when approved by the City. The Transition Plan must, at a minimum,
address the following items:
• In concise terms, what the Proposer will accomplish prior to the start of Integrated
Solid Waste Handling Services;
• How Service Recipients will select the size and number of Carts or Bins;
• How the Proposer will retain the current franchisee's employees;
• How the Proposer will provide transition services;
• The specific types of education and outreach activities that will occur, including
specific frequencies and amounts of education and outreach, by type of activities;
• How the transition will be coordinated with the current services and current hauler
(switching of containers, billing system, etc.); and
• Transition schedule and weekly timing plan to transition from the current collection
system to the Proposer's collection system, for public education and outreach on
new services, and for removal and replacement of Carts and Bins.
In developing the Transition Plan, Proposers should consider that the City strongly seeks
to reduce disruption to Service Recipients during the transition period.
Operations Plan
Proposers shall provide a detailed Operations Plan that presents the specific collection
and processing programs that will be implemented in the City. This must address items as
listed above and include:
A. VEHICLES
A listing of the Proposer's collection equipment and all accessories by type, model,
year of manufacture, and anticipated remaining useful life, as of the date of the
inventory;
As new collection vehicles are to be provided, delivery guarantees by
manufacturers shall be included in the proposal for all new equipment to be
provided to the City;
• Vehicle fuel type, size, number of axles, gross vehicle weight, maximum load
capacity, turning diameter, number of collection compartments, for all collection
vehicles (front loader, side load, rear load, single -body, split -body collection,
regular compactor, small compactor, pup trucks, etc.);
City of Rosemead I Proposal No. 2022-28 Page 41 of 72
• How Proposer's collection vehicles will reduce air emissions, and reduce wear and
tear on the City's streets;
• How the Proposer will use technology, such as GPS, to track and monitor
collection and identify the proposed technology brand to be used;
• The appearance of the vehicles including the color and information to appear on
the outside of the vehicle;
• Vehicle maintenance program, including response/replacement/repair time for
vehicles on route; and
• The scheduled maintenance and cleaning of the vehicles.
B. CONTAINERS
• Containers to be used;
• Past experience of other collection programs with this type of container;
• The sufficiency of the containers' capacity based on the requirements of the
Integrated Solid Waste Handling Services;
• The suitability of containers to be used in areas that have may have limited space,
or are in Bin enclosures;
• Ease of cleaning and the appearance of the containers, including their colors and
information to be imprinted on the containers; and
• Container maintenance program, including response/replacement/repair time for
containers, including prompt reporting and removal of graffiti. Turnaround time
from observation or receipt of a graffiti citing report to graffiti abatement shall be
24 hours.
C. ROUTE OPERATIONS
• The number of vehicles required for the collection programs, and the number of
routes to be performed by each service line and material type collected;
• The number of containers collected per hour by service line and material type
collected;
• Total number of route hours (8 or 10 hours/day, and the total hours on -route by
service line and material type collected;
• The number of vehicle passes per Service Recipient;
• Number of crew members required per vehicle and their responsibilities;
• The advantages and disadvantages of the type of vehicle chosen (particularly about
noise, emissions, and the impact on the City's roads);
• How drivers and dispatch will communicate while on route to resolve customer
service requests/complaints;
• Methods used by drivers to monitor contamination and how this will be
communicated to Service Recipients;
• The material types each vehicle will collect; and
• Approach to conducting annual route audits to verify the service levels and Service
Recipient billing is 100% correct.
City of Rosemead I Proposal No. 2022-28 Page 42 of 72
D. FACILITIES
• The name and owner of the facilities to be used for transfer, Recyclable Material
and Organic Waste processing, corporation/maintenance yard, customer service,
etc., their location and distance from the center of City;
• Recovery rates for the Recyclable Material and the Organic Waste processing
facilities, net of residual.
• Operating limitations of the Recyclable Material and Organic Waste Processing
Facilities (i.e., contamination/residual, material types accepted, hours, etc.);
• How Recyclable Materials and Organic Waste will be marketed and sold,
contingencies for changes in markets, and the average dollar/ton received for the
sale of Recyclable Material; and
• The permitted capacity of each facility and the ability to accommodate the City's
operations over the term.
E. SAFETY
• Staffing safety requirements, including physical, drug, and alcohol testing
requirements;
• Hazardous Waste, including E -Waste and U -Waste, management protocols; and
• Health and safety management procedures.
F. REPORTING
• Detailed Applicable Law monitoring and reporting, including electronic transmission
of reports to City and cloud -based reports;
• Method used to track tonnage collected, disposed, processed, and residue
disposed; and
• Process for reporting Service Recipient complaints and dispute resolution to the
City.
Customer Service Plan
Proposers shall provide a detailed Customer Service Plan that specifies the customer
service operations that will be used in the City. The Customer Service Plan will be included
as an exhibit to the final Integrated Solid Waste Handling Services Agreement, when
approved by the City. Customer service hours should be noted.
The Customer Service Plan must include the following:
• Protocol for receiving customer calls, issuing work orders, closing work orders, and
call backs to Service Recipients;
• Protocol for Service Recipient billing, billing changes, and billing disputes;
• Whether or not a new phone system and/or new website will be included;
• Staffing levels to ensure excellent customer service and limited wait times (state
the number of customers per Customer Service Representative); and
• Payment programs and options providing alternatives for Service Recipients to pay.
Diversion Plan
Proposers are required to provide a description of the diversion and sustainability programs
associated with providing the requested services. This may include, without limitation, the
City of Rosemead I Proposal No. 2022-28 Page 43 of 72
Proposer's approach in obtaining the diversion goals specified in this RFP. Proposers must
provide diversion estimates, which must not be less than the minimum diversion required
in this RFP and must be tied to specific collection methods and public education programs.
Failure to provide the estimated diversion tonnages and diversion estimates will be grounds
for disqualification. The Diversion Plan will be included as an exhibit to the final Integrated
Solid Waste Handling Services Agreement, when approved by the City.
The Diversion Plan must, at a minimum, include the following:
• Proposer's approach to meeting the City's diversion requirements and assisting the
City with meeting CalRecycle's seventy-five percent (75%) diversion goal. This
must be done by specific diversion programs by program type (SFD, MFD,
Commercial, Recyclable Material, Organic Waste, Bulky Waste, etc.);
• Diversion facilities to be used (including name, location, owner/operator, permit
status, and permitted capacity);
• A schedule showing specific programs and tasks, milestones, and time frames for
meeting the diversion requirements, as specified in this RFP; and
• A table segregated by SFD, MFD, Commercial, and Additional Services that
estimates tonnages for Recyclable Material and Organic Waste delivered and
processed, and the estimated residual tonnages for each calendar year of the
Integrated Solid Waste Handling Services Agreement beginning with Agreement
Year 2023;
• Proposer's approach to reducing contamination of Recyclable Materials and
Organic Waste;
• Proposer's approach to reducing air emissions, and wear and tear on the City's
streets;
• Environmental Stewardship (all environmental management policies and activities
related to the proposed activities should be described, including the use of
alternative fuel vehicles, use of recycled products throughout operations, internal
waste reduction and reuse protocol, water and resource conservation activities
within facilities (design, construction and operation), compliance with laws
governing E -Waste, HHW, and U -Waste, and use of non-toxic products when
possible);
• Use of local vendors; and
• Innovative "green" approach to providing services.
Education and Outreach Plan
Proposers shall provide a detailed Education and Outreach Plan that specifies the
methods and public education materials that will be used for program start-up, and
throughout the Integrated Solid Waste Handling Services Agreement term for the City.
Specific attention should be given to methods to achieve high participation and diversion
through Recycling and Organic Waste Collection programs, City -Supported Events, and
on-going "how to" promotions. The Education and Outreach Plan will be included as an
Exhibit to the final Integrated Solid Waste Handling Services Agreement, when approved
by the City. Specifically, Proposers must address all items as discussed in Section C, 5.3
of this RFP, as well as the following:
• Implementing aggressive public education programs, especially with MFD and
commercial solid waste generators, to meet the City's diversion requirements;
City of Rosemead I Proposal No. 2022-25 Page 44 of 72
• Methods to reduce contamination of Recyclable Material and Organic Waste;
• Educating Service Recipients on the benefits of participation in Recycling and
Organic Waste Collection programs; and
• Implementing public education and outreach programs in the City's schools,
business community, City facilities, and special events.
2.5. Forms
Proposers must provide a copy of Form A prior to attending the Mandatory Pre- Proposal
Video Conference, and Forms B -K of Section F, in the order they are listed in Section F with
their proposals. Proposers shall use only the forms and format provided. Any deviation from
those provided may be grounds for rejection of the entire proposal.
Proposers must provide their proposed Service Rates. Proposers shall use only the forms
and format provided. Any deviation from those provided may be grounds for rejection of the
entire proposal. Proposed rates must include recycling and Organic Waste programs
that are fully compliant with SB 1383 regulations, and all requirements under AB 1594,
AB 341, AB 1826, and any other existing Applicable Law.
2.6. Proposal Service Alternatives and Agreement Exceptions
Proposers may submit alternatives to the services listed in this RFP, or exceptions to the
Integrated Solid Waste Handling Services Agreement language. However, proposers
must propose on all required services as included in this RFP or their proposal will
be rejected as being non-responsive. If service alternatives or Integrated Solid Waste
Handling Services Agreement exceptions are presented, as provided for in this section of
the RFP, they must be included as an attachment to the proposal and must contain the
price of the service alternatives using the forms provided in Section F and must include
specific language necessary for inclusion in the Integrated Solid Waste Handling Services
Agreement.
Each Integrated Solid Waste Handling Services Agreement exception must be presented
by stating:
• The specific exception, the page and line numbers of the exception;
• The suggested changes to the program related to the exception;
The suggested changes in the Integrated Solid Waste Handling Services
Agreement language related to the exception; and
The way the proposed change would benefit the City, the Service Recipients or
both.
Please note that the City has no obligation to accept any proposed service
alternative or Integrated Solid Waste Handling Services Agreement exception.
Proposals will be evaluated based on the required services and Agreement language as
set forth in this RFP.
2.7. Appendix
Proposers may provide any additional technical information (i.e., only information
specifically related to equipment of services to be provided) that they believe to be
City of Rosemead I Proposal No. 2022-28 Page 45 of 72
applicable to this proposal and include such information as an appendix. Proposers are
discouraged to include marketing material, education and outreach material or other
additional information not related to the equipment or services to be provided.
City of Rosemead I Proposal No. 2022-28 Page 46 of 72
City of Rosemead I Proposal No. 2022-28 Page 47 of 72
SELECTION CRITERIA
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
1. EVALUATION OF PROPOSALS
Those proposals that have passed the initial "Pass/Fail' review described below will be
evaluated and scored by the Evaluation Team, which may consist of City staff members,
consultants, and other evaluators at the discretion of the City Manager, based on the
following evaluation criteria:
• Qualifications
• Technical Approach
• Sustainability
• Service Rates
A consensus scoring model will be used, with City Council having final approval. The
results of the evaluation process will be presented to the City Council for direction by City
Council on the next steps following the evaluation and negotiation process. In determining
and evaluating the best proposal, the prices will not necessarily be controlling, but quality,
equality, efficiency, utility, general terms, delivery, suitability of the service offered, and the
reputation of the service in general use will also be considered, with any other relevant
factors.
The following subsections provide a brief discussion of each of the evaluation criteria listed
above.
2. PASS/FAIL REVIEW
A panel of City staff members and such other parties as the City deems necessary, will
conduct an initial "Pass/Fail' review of all proposals submitted to check for completeness
and compliance with the proposal requirements. Proposals that have been determined to
be complete and in compliance with the proposal requirements will undergo further
evaluation. Proposals that are not complete or are not in compliance with the submittal
requirements may be disqualified from further evaluation and will be returned to the
proposer.
3. EVALUATION CRITERIA
3.1. Qualifications
General Qualifications
The experience, past practices and prior performance of each proposer will be evaluated
to determine the relative ability of each proposer to implement the program elements
described in this RFP and to attain the City objectives for solid waste management.
Qualifications, evaluation criteria and areas of experience to be considered will include
without limitation:
City of Rosemead I Proposal No, 2022-28 Page 48 of 72
• Qualifications and structure of project management team, relationships between
management team and corporate management, and internal controls;
• Previous experience, past practice and prior performance providing services to
jurisdictions of similar size;
• Successful prior operation of residential and commercial solid waste programs;
• Implementation and administration of complex solid waste collection systems,
including equipment selection and route design;
• Successful operation of Recyclable Material and Organic Waste programs that
achieve high participation levels and diversion rates;
• Cost-effective processing and marketing of Recyclable Material and Organic
Waste with demonstrated success in attaining highest and best uses for such
materials (if applicable);
• Demonstrated expertise in implementing and maintaining customer service
programs, including the development and use of performance measures and
benchmarking;
• Previous experience, past practice and prior performance in successfully
designing and implementing transition plans, relevant to this RFP;
• Experience in designing, implementing, and operating public education and
information programs that promote high participation and diversion;
• Demonstrated expertise in designing and using data management systems to
assure accurate data collection, analysis and reporting;
• References whom the City may contact regarding past practices and prior
performance; and
• Litigation history.
Financial Qualifications
Each proposal will be also evaluated to assess the relative financial capacity and strength
of the proposer. This will include without limitation:
• An evaluation of financial statements;
• A financial review of each proposer, including a review of key financial indicators,
outstanding debt and debt coverage ratios, ability to finance capital purchases and
needed start-up investments in equipment; and
• Proposer's capacity and plans for responding to fluctuations in the value of
recyclable material markets.
3.2. Technical Approach
The purpose of the technical review is to evaluate how the Proposer can meet the
proposed performance specifications and criteria on a long-term basis, as well as
transition. The technical evaluation will include without limitation:
• Proposer's overall collection approach (automated collection, split -body collection
vehicles, diversion facilities to be used, types of containers to be used, etc.);
City of Rosemead I Proposal No. 2022-28 Page 49 of 72
• Proposer's approach to transition that minimizes disruption to the community and
Proposer's implementation schedule;
• Review of the Proposer's processing facility(ies) for Recyclable Material and
Organic Waste. Proposers will be disqualified for offering a processing facility(ies)
that is not fully permitted and/or is not capable of handling the volume and types
of materials generated by the City during the term of the Integrated Solid Waste
Handling Services Agreement, taking into consideration any existing obligations
on the part of the facility(ies). Processing facilities must have appropriate permits
from all applicable regulatory entities (including, but not limited to, CalRecycle and
the Local Enforcement Agency) in place at all times;
• The location of proposed disposal and processing facilities, and effect of material
transportation distances on greenhouse gas (GHG) emissions;
• Proposer's approach to providing a high quality and customized customer service
program;
• Proposer's data management system for tracking customer service data, and
providing accurate reports to the City;
• Commitment to employee and public safety; and
• Proposer's approach to provide City with annual updates on new innovations to
consider.
3.3. Sustainability
Diversion Programs
Each proposal will be evaluated based on their approach to providing innovative, high
quality and effective processing and marketing of Recyclable Material (and Organic Waste
if appropriate), reducing greenhouse gas emissions, meeting or exceeding diversion
requirements, and Proposer's internal sustainability practices.
Education and Outreach Program
Each proposal will be evaluated based on the Proposer's approach to provide effective
and innovate strategies to delivering Education and Outreach materials to all Service
Recipients that will results in higher awareness of and participation in all required services,
promote achievement of diversion requirements, and reduce contamination of collected
Organic Waste and Recyclable Materials.
3.4. Service Rates
The Service Rate evaluation is intended to provide an equitable basis for comparison
between proposals and an evaluation of the effect of programs on Service Rates. Only
Service Rate information as submitted by Proposers will be used in this evaluation. The
proposals will be reviewed to verify that the proposed Service Rates are consistent with
the activities described in the proposal and the Proposer's work plans, and as part of the
evaluation the City may require that Proposers provide detailed assumptions made in
developing their Service Rates. Proposed Service Rates, including rates for optional
services, will be compared by services. Note, however, that Service Rates for alternatives
as provided for in Section will not be included as part of the Service Recipient Rate
evaluation.
City of Rosemead I Proposal No. 2022-25 Page 50 of 72
Please note the following:
• Throughout the term of the Integrated Solid Waste Handling Services Agreement,
the selected Contractor may not charge for any service not explicitly included in
the final Service Rates;
• Throughout the term of the Integrated Solid Waste Handling Services Agreement,
the selected Contractor will not receive any revenue that is not based on approved
services as allowable to bill using the schedule of Service Rates; and
• Throughout the term of the Integrated Solid Waste Handling Services Agreement,
the only adjustment to Service Rates will be as provided for via annual rate
adjustments or detailed rate reviews (methodology provided in the Draft Integrated
Solid Waste Handling Agreement).
City of Rosemead I Proposal No. 2022-28 Page 51 of 72
City of Rosemead I Proposal No. 2022-28 Page 52 of 72
PROPOSALFORMS
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
Proposers that attended the Mandatory Pre -Proposal Video Conference must submit their original
signed Form A as part of their proposal. Additionally, Proposers must complete and submit Forms
B - K on the following pages as part of their proposal. Failure to complete and submit the required
forms may result in disqualification from this RFP process.
Form A: COMMUNICATION PROTOCOL
Form B: PROPOSER'S STATEMENT OF ORGANIZATION
Form C: CERTIFICATION OF NON -GRATUITIES
Form D: CONTAINER SPECIFICATIONS
Form E: VEHICLE SPECIFICATIONS
Form F: NON -COLLUSION AFFIDAVIT OF PROPOSER
Form G: SERVICE RECIPIENT RATE PROPOSAL SUMMARY AND SIGNATURE
Form H: PASS/FAIL REQUIREMENTS
Form I: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
Form J: REFERENCES
Form K: SERVICE RATES
City of Rosemead I Proposal No. 2022-28 Page 53 of 72
Form A
COMMUNICATION PROTOCOL
The City of Rosemead commits to a procurement process for Integrated Solid Waste Handling
Services to be open, objective, and carefully monitored. The following rules will be adhered to
and enforced.
Until the Rosemead City Council awards the Integrated Solid Waste Handling Services
Agreement, all contact between participants, participant's sub -contractors, participant's
subconsultants, participant's affiliates, participants lobbyists, legal or political advisors, or any
individual or entity that may be assisting the participant in preparing a response to this RFP, or
providing work to the participant should participant be selected, and the City of Rosemead, shall
be in writing by email to:
City of Rosemead
Danielle Garcia
Email: dgarcia@cityofrosemead.org
All communications between the City of Rosemead and a participant, along with the related
responses, will be transmitted simultaneously to all participants that have signed into and
attended the MANDATORY pre -proposal video conference and will be included as part of the
evaluation record.
Any participant who fails to recognize or use this process of communication will be notified of its
violation and may be subject to disqualification from the selection process at the sole discretion
of the City of Rosemead.
Any contact or attempt to contact or directly interact with any elected or appointed official for the
purpose of obtaining information or influencing the RFP Process, including the selection process
Form A must be disclosed and will be grounds for determination of non-compliance and
disqualification from the selection Process.
All participants must acknowledge and sign this statement as part of the RFP process. All
participants must provide a signed version of this statement electronically three (3) days prior to
the MANDATORY pre -proposal video conference. Participants that do not provide this signed
statement will be disqualified from this procurement process.
On behalf of my company/agency, I understand and accept the rules established in this
statement.
Company Name:
(Print or Type)
Representative: Title:
(Print or Type)
Primary Representative Phone Number:
Primary Representative Email:
Signature:
Date:
City of Rosemead I Proposal No. 2022-28 Page 54 of 72
Form B
PROPOSER'S STATEMENT OF ORGANIZATION
1. Full Name of Business Concern (Proposer):
Principal Business Address:
2. Principal Contact Person(s):
Name:
Phone Number:
3. Form of Business Concern:
❑ Corporation ❑ Partnership ❑ Joint Venture ❑ LLC ❑ Other
4. Provide names of partners or offices as appropriate and indicate if the individual has the authority
to sign in name of Proposer. Provide proof of the ability of the individuals so named to legally Bind
the Proposer.
Name, Title
Name, Title
If a corporation, in what state incorporated:
Date Incorporated:
Address
Address
Month Day
5. If a Joint Venture, LLC, or Partnership, date of Agreement:
Year
City of Rosemead I Proposal No. 2022-28 Page 55 of 72
Form B
PROPOSER'S STATEMENT OF ORGANIZATION
6. List all subcontractors participating in this Integrated Solid Waste Handling Services Agreement
Name Address
a)
b)
C)
d)
7. Outline specific areas of responsibility for each firm listed in Question 7. Please include total hours
or percentage of time subcontractor will spend on the project.
a)
b)
C)
d)
8. Identify the provisions of any agreement between parties which assigns legal or financial liabilities
or responsibilities:
9. If responding firm(s) area partially or fully -owned subsidiary of another firm, or share common
ownership with another firm, please identify the firms and relationships.
City of Rosemead I Proposal No. 2022-28 Page 56 of 72
Form C
CERTIFICATION OF NON -GRATUITIES
TO: THE CITY OF ROSEMEAD
CERTIFICATION
This is a written certification, signed under penalty of perjury, stating that no persons acting on behalf of
has paid, or offered or attempted to pay, any elected or appointed official,
officer or employee of the City any compensation or consideration, in any form whatsoever, in connection
with obtaining or entering into this Integrated Solid Waste Handling Services Agreement.
Name
Title
Signature Date
City of Rosemead I Proposal No. 2022-28 Page 57 of 72
Form D.1
CART SPECIFICATIONS
-te 1 form for each service offer
1. Select services provided: 2. Will the
❑ Garbage ❑
❑ Recyclable Material
❑ Organic Waste (Yard Trimmings only)
El Waste) Waste (Yard Trimmings and Food
Waste)
❑ Food Waste only
3. Manufacturer:
4. Material of Construction:
5. Recycled Content (percentage):
6. Manufacturing Method (rotational molding, injection molding, other):
New
new or
3vd I 4vd 1 6
7. Color
8. Durability (in service years)
9. Cost of Each Container
10. Dimensions of Each
Container (Length x Width x
Height)
11. Wheel Size
12. Manufacturer's warranty
City of Rosemead I Proposal No. 2022-28 Page 58 of 72
12. Manufacturer's warranty
City of Rosemead I Proposal No. 2022-28 Page 58 of 72
City of Rosemead I Proposal No. 2022-28 Page 59 of 72
Form D.2
BIN SPECIFICATIONS
(Complete 1 form for each service offered/ indicate new or used
1.
Select services provided:
2. Will the container be new or used?
❑ Garbage
❑ New
❑ Recyclable Material
❑ Used
❑ Organic Waste (Yard Trimmings only)
El Waste) Waste (Yard Trimmings and Food
Waste)
❑ Food Waste only
3.
Manufacturer:
4.
Material of Construction:
S.
Recycled Content (percentage):
6.
Manufacturing Method (rotational molding, injection molding, other):
Container Size 32 -gal I 64 al 96 al 1.6 yd 2 d 3 yd 4 d 6 d
7.
Color
8.
Durability (in service years)
9.
Cost of Each Container
10. Dimensions of Each
Container (Length x Width x
Height)
11.
Wheel Size
12. Manufacturer's warranty
_
City of Rosemead I Proposal No. 2022-28 Page 59 of 72
Form D.3
ROLL OFF CONTAINER SPECIFICATIONS
1 form for each service offered/ indicate new or used)
1. Select services provided: 2. Will the container be new or used?
❑ Garbage ❑ New
❑ Recyclable Material ❑ Used
❑ Organic Waste (Yard Trimmings only)
❑ Organic Waste (Yard Trimmings and Food
Waste)
❑ Food Waste only
3. Manufacturer:
4. Material of Construction:
5. Recycled Content (percentage):
6. Manufacturing Method (rotational molding, injection molding, other):
Container Size 10 yd 20 yd 30 yd 40 yd
7. Color
8. Durability (in service years)
9. Cost of Each Container
10. Dimensions of Each
Container (Length x Width x
Height)
11. Wheel Size
12. Manufacturer's warranty
City of Rosemead I Proposal No. 2022-28 Page 60 of 72
City of Rosemead I Proposal No. 2022-28 Page 61 of 72
Form E
VEHICLE SPECIFICATIONS
(Complete 1 form for each vehicle
of service provided/indicate new or used)
1.
Select Service:
❑ Garbage ❑ Recyclable Material
❑ Organic Waste ❑ Other:
New ❑ or Refurbished ❑
2.
Manufacturer and Model
a. Cab and Chassis
b. Body
c. Engine
d. Transmission
3.
Cab and Chassis:
a. Cab Height
b. Number of Axles
c. Overall Length with Body Mounted
4.
Body:
a. Type of Body
b. Rated Capacity
c. Practical or Net Capacity
d. No. of Collection Compartments
e. Net Capacity of Each Compartment
cubic yards
f. Overall Body Length
inches
g. Body Height
inches
h. Body Width
inches
1. Loading Height Above Ground Minimum Maximum
(inches) (inches)
5.
Weight
GVW (lbs.) Tare (lbs.)
6.
Will the vehicles be owned, leased, or
other?
7.
Purchase/lease cost of each vehicle $
g.
Fuel type
9.
Fuel usage
mpg
10.
Average fuel per fill
gal/fill
31.
Average fills per day
fills/day
12.
Average fills per week (M -F)
fills/week
13.
Emissions rating
City of Rosemead I Proposal No. 2022-28 Page 61 of 72
Form E
VEHICLE SPECIFICATIONS
(Complete 1 form for each vehicle of service provided/indicate new or used)
a. CO
g/bhp/hr.
b. HC (total hydrocarbons)
g/bhp/hr.
c. NOx
g/bhp/hr.
d. Particulate Matter
_ /bhp/hr.
14. Safety Features
15. Color
16. GPS Monitoring and Tracking Features
City of Rosemead I Proposal No. 2022-28 Page 62 of 72
Form F
NON -COLLUSION AFFIDAVIT OF PROPOSER and
DISCLOSURE OF NON -COMPETE AGREEMENTS
State of County of , being duly sworn, deposes and says that:
1. He/She is of the Proposer that has submitted the attached
proposal;
2. He/She is fully informed respecting the preparation and contents of the attached proposal and of all pertinent
circumstances respecting such proposal;
3. Such proposal is genuine and is not a collusive or sham proposal;
a. Neither said Proposer nor any of its officers, partners, owners, agents, representatives, employees, or
parties in interest, including this affiant, has in any way colluded, connived, or agreed, directly or indirectly,
with any other Proposer, firm or person to submit a collusive or sham proposal in connection with the
Integrated Solid Waste Handling Services Agreement for which the attached proposal has been submitted
or to refrain from proposing in connection with such Integrated Solid Waste Handling Services Agreement ,
or has in any manner, directly or indirectly, sought by agreement or collision or communication or conference
with any other Proposer, firm, or person to fix the price or prices in the attached RFP, or of any other
Proposer, or to fix any overhead, profit or cost component of the proposal or the response of any other
Proposer, or to secure through any collusion, connivance, or unlawful agreement any advantage against the
City of Rosemead, CA or any person interested in the proposed Integrated Solid Waste Handling Services
Agreement; and
5. The rate proposal in the attached RFP is fair and proper and are not tainted by any collusion, conspiracy,
connivance, or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners,
employees, or parties in interest, including this affiant.
6. Proposer must list the name of any and all other solid waste service providers and/or affiliates that it has a
"non -compete" agreement with that prohibits the other solid waste services provider from proposing on
services as requested in this RFP. Failure to disclose this information will result in immediate disqualification
from this RFP process.
Signed
Subscribed and sworn to before me this day of
My Commission Expires:
Public, State of California
City of Rosemead I Proposal No. 2022-28 Page 63 of 72
Form G
SERVICE RECIPIENT RATE PROPOSAL
SUMMARY AND SIGNATURE
In preparing the Rate Proposal Forms Proposers should be aware of the following:
All collection service rates proposed on these forms for City of Rosemead shall be fixed through June 30,
and should reflect service requirements as specified in the Integrated Solid Waste Handling Services
Agreement.
The Undersigned hereby certifies as follows
That have personally and carefully examined the specifications and instructions for the
work to be done as set forth in Sections A - F of this RFP and the Draft Integrated Solid Waste Handling
Agreement (Attachment 2).
That have made examination of the services as applicable to the proposal, and fully
understand the character of the work to be done.
That agrees to pay the City the Reimbursement for the Cost of the Procurement
Process within 30 days of award of the Integrated Solid Waste Handling Services Agreement .
That, having made the necessary examination, the undersigned hereby proposes to furnish all materials,
vehicles, plant, equipment and facilities, and to perform all labor and services which may be required to do
said work with the time fixed and upon the terms and conditions provided in the Integrated Solid Waste
Handling Services Agreement , at the service rates set forth on the Rate Proposal Forms set forth below:
•:e••
President/Partner/Owner/Managing Member
121 on,
Individual: ❑ Partnership: ❑ Joint Venture: ❑ LLC: ❑
Corporation: , A— Corporation (State of Incorporation) ❑
Signature Instructions:
If business is a CORPORATION, name of the corporation should be listed in full and both President and
Secretary must sign the form, OR if one signature is permitted by corporation by-laws, a copy of the by-laws
shall be furnished to the City as part of the proposal.
If business is a PARTNERSHIP, the full name of each partner should be listed followed by d/b/a (doing
business as) and firm or trade name; any one partner may sign the form.
If the business is a LIMITED LIABILITY COMPANY, the Managing Member must sign the form.
If the business is INDIVIDUAL PROPRIETORSHIP, the name of the owner should appear followed by d/b/a
and name of the company.
If business is a JOINT VENTURE, the full name of each joint venturer should be listed in full and each joint
venturer must sign the form, OR if one signature is permitted by the joint venture agreement or by-laws, a
copy of the agreement or by-laws shall be furnished to the City as part of the proposal.
Signature:
Date:
City of Rosemead I Proposal No. 2022-28 Page 64 of 72
Form HI
PASS/FAIL REQUIREMENTS
PROPOSER NAME:
(name of the entity that will sign the Integrated Solid Waste Handling Services Agreement in the event one is
awarded)
Key Contact Information
Name:
Title:
Address:
Telephone Number:
Email:
The Undersigned hereby certifies as follows (initial next to each statement):
The Proposer has attended the MANDATORY pre -proposal video conference held on December 5,
2022 at 2:00 p.m. PT.
The Proposer has provided all required items in Section 1 of their Proposal, including Cover Letter,
Executive Summary, Proposal Bond, Performance Bond Commitment Letter, and Signed Copies of Addenda.
The Proposer certifies that Proposer has agreed to meet the specifications and instructions for the
services to be done as set forth in Sections A - F of this RFP.
The Proposer certifies that Proposer has agreed to meet the specifications and requirements as set
forth in the Draft Integrated Solid Waste Handling Agreement (Attachment 2).
The Proposer certifies that Proposer has made an examination of the services as applicable to the
proposal, and fully understands the character of the work to be done.
The Proposer warrants that the requirements of the Draft Integrated Solid Waste Handling Agreement
as described in this RFP, its enclosures, and all addenda have been thoroughly reviewed and the Proposer
has conducted all due diligence necessary to confirm material facts upon which the proposal is based.
The Proposer certifies that all proposed transfer and processing facilities are fully permitted and
capable of handling the City of Rosemead's Solid Waste during the term of the Integrated Solid Waste
Handling Services Agreement. Processing facilities must have appropriate permits from all applicable
regulatory entities (including but not limited to CalRecycle and the Local Enforcement Agency) in
place at all times.
The Proposer agrees to pay fifty percent (50%) of the cost of each of the two (2) Performance
Reviews, during the initial term of the Agreement. This amount will be escalated annually by the same
percentage increase of percentage change in the "Consumer Price Index" (CPI) used to adjust customer rates.
Adjusted cost shall be rounded to the nearest cent.
The Proposer agrees to submit a Performance Bond or Letter of Credit in the amount of one
million dollars ($1,000,000) effective August 1, 2023.
The Proposer agrees to reimburse the City for the solicitation, evaluation and award of this
procurement process, in an amount set by the City. This one-time payment is due and payable to the City
within thirty (30) days after the Effective Date of the Integrated Solid Waste Handling Services Agreement.
The Proposer acknowledges the validity of the proposal contents, including proposed Service Rates
and pricing for a period of one hundred eighty (180) days from the proposal due date.
City of Rosemead I Proposal No. 2022-28 Page 65 of 72
Form H
PASS/FAIL REQUIREMENTS
Having made the necessary examination, the undersigned hereby proposes to furnish all materials, vehicles,
plant, equipment and facilities, and to perform all labor and services which may be required to do said work
within the time fixed and upon the terms and conditions provided in the Integrated Solid Waste Handling
Services Agreement (Attachment 2), at the service rates set forth on Form K (Attachment 1):
PROPOSER:
President/Partner/Owner/Managing Member
Secretary
Firm Name
Individual: ❑ Partnership: ❑ Joint Venture: LLC: ❑
❑ Corporation: , A Corporation (State of Incorporation) ❑
Signature:
Date:
Signature Instructions:
If business is a CORPORATION, name of the corporation should be listed in full and both President and
Secretary must sign the form, OR if one signature is permitted by corporation by-laws, a copy of the by-laws
shall be furnished to the City as part of the proposal.
If business is a PARTNERSHIP, the full name of each partner should be listed followed by d/b/a (doing
business as) and firm or trade name; any one partner may sign the form.
If the business is INDIVIDUAL PROPRIETORSHIP, the name of the owner should appear followed by d/b/a
and name of the company.
If the business is a LIMITED LIABILITY COMPANY, the Managing Member must sign the form
If business is a JOINT VENTURE, the full name of each joint venturer should be listed in full and each joint
venturer must sign the form, OR if one signature is permitted by the joint venture agreement or by-laws, a
copy of the agreement or by-laws shall be furnished to the City as part of the proposal.
City of Rosemead I Proposal No. 2022-28 Page 66 of 72
FORM I: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
1. SUMMARY OF CONTRACT REQUIREMENTS
a. A contract is required for any service performed on behalf of the City. Work cannot
begin until the contract has been fully executed by both parties.
2. SUMMARY OF INSURANCE REQUIREMENTS
a. These are the Insurance Requirements for Contractors providing services or
supplies to the City. By agreeing to perform the work or submitting a proposal, you
verify that you comply with and agree to be bound by these requirements. When
Contract documents are executed, the actual Contract language and Insurance
Requirements may include additional provisions as deemed appropriate by City's
Risk Manager.
b. You should check with your Insurance advisors to verify compliance and determine
if additional coverage or limits may be needed to adequately insure your
obligations under this agreement. These are the minimum required and do not in
any way represent or imply that such coverage is sufficient to adequately cover the
Contractor's liability under this agreement. The full coverage and limits afforded
under Contractor's policies of Insurance shall be available to Buyer and these
Insurance Requirements shall not in any way act to reduce coverage that is
broader or includes higher limits than those required. The Insurance obligations
under this agreement shall be: 1 - all the Insurance coverage and limits carried by
or available to the Contractor; or 2 - the minimum Insurance requirements shown
in this agreement, whichever is greater. Any insurance proceeds in excess of the
specified minimum limits and coverage required, which are applicable to a given
loss, shall be available to City.
c. Contractor shall furnish the City with original Certificates of Insurance including all
required amendatory endorsements and a copy of the Declarations and
Endorsement Page of the CGL policy listing all policy endorsements to City before
work begins. City reserves the right to require full -certified copies of all Insurance
coverage and endorsements.
3. INSURANCE
a. General Insurance Requirements
I. All insurance shall be primary insurance and shall name City of Rosemead
as an additional insured. The naming of an additional insured shall not
affect any recovery to which such additional insured would be entitled
under the policy if not named as an additional insured, and an additional
insured shall not be held liable for any premium or expense of any nature
on the policy or any extension thereof solely because they are an additional
insured thereon.
City of Rosemead I Proposal No. 2022-28 Page 67 of 72
ii. If the operation under this Agreement results in an increased or decreased
risk in the opinion of the City's Risk Manager, then Contractor agrees that
the minimum limits hereinabove designated shall be changed accordingly
upon written request by the Risk Manager.
iii. Contractor agrees that provisions of this Section as to maintenance of
insurance shall not be construed as limiting in any way the extent to which
Contractor may be held responsible for the payment of damages to
persons or property resulting from Contractor's activities, the activities of
its subcontractor, or the activities of any person or persons for which
Contractor is otherwise responsible.
iv. A Certificate of Insurance, and an additional insured endorsement (for
general and automobile liability), evidencing the above insurance coverage
with a company acceptable to the City's Risk Manager shall be submitted
to City prior to execution of this Agreement on behalf of the City.
v. The terms of the insurance policy or policies issued to provide the above
insurance coverage shall provide that said insurance may not be amended
or canceled by the carrier, for nonpayment of premiums otherwise, without
30 days prior written notice of amendment or cancellation to City. In the
event the said insurance is canceled, Contractor shall, prior to the
cancellation date, submit new evidence of insurance in the amounts
heretofore established.
vi. All required insurance must be in effect prior to awarding this Agreement,
and it or a successor policy must be in effect for the duration of this
Agreement. Maintenance of proper insurance coverage is a material
requirement of this Agreement, and the failure to maintain and renew
coverage or to provide evidence of renewal may be treated by the City as
a material breach of contract. If Contractor, at any time during the term of
this Agreement, should fail to secure or maintain any insurance required
under this Agreement, City shall be permitted to obtain such insurance in
Contractor's name at Contractor's sole cost and expense, or may terminate
this Agreement for material breach.
vii. Without limiting any other Contractor obligation regarding insurance,
should Contractor's insurance required by this Agreement be cancelled at
any point prior to expiration of the policy, Contractor must notify City within
24 hours of receipt of notice of cancellation. Furthermore, Contractor must
obtain replacement coverage that meets all contractual requirements
within 10 days of the prior insurer's issuance of notice of cancellation.
Contractor must ensure that there is no lapse in coverage.
b. General Liability and Property Damage Insurance
i. Contractor agrees to procure and maintain general liability and property
damage insurance at its sole expense to protect against loss from liability
imposed by law for damages on account of bodily injury, including death
therefrom, and property damage, suffered or alleged to be suffered by any
City of Rosemead I Proposal No. 2022-28 Page 68 of 72
person or persons whomsoever, resulting directly from any act or activities
of Contractor, its subcontractors, or any person acting for Contractor or
under its control or direction, and also to protect against loss from liability
imposed by law for damages to any property of any person caused directly
or indirectly by or from acts or activities of Contractor, or its subcontractors,
or any person acting for Contractor, or under its control or direction. Such
public liability and property damage insurance shall also provide for and
protect City against incurring any legal cost in defending claims for alleged
loss. Such general liability and property damage insurance shall be
maintained in the following minimum limits: A combined single -limit policy
with coverage limits in the amount of $1,000,000 per occurrence will be
considered equivalent to the required minimum limits.
c. Automotive Insurance
i. Contractor shall procure and maintain public liability and property damage
insurance coverage for automotive equipment with coverage limits of not
less than $1,000,000 combined single limit. If Contractor does not use
automobiles in performing its work under this Agreement, Contractor shall
provide a waiver releasing City from all liability resulting from Contractor's
use of personal vehicles under this Agreement.
d. Worker's Compensation Insurance
i. Contractor shall procure and maintain Worker's Compensation Insurance
in the amount of $1,000,000 per occurrence or as will fully comply with the
laws of the State of California and which shall indemnify, insure, and
provide legal defense for both Contractor and City against any loss, claim,
or damage arising from any injuries or occupational diseases happening to
any worker employed by Contractor in the course of carrying out this
Agreement.
Waiver of Subrogation: The insurer(s) agree to waive all rights of
subrogation against City, its elected or appointed officers, officials, agents,
volunteers and employees for losses paid under the terms of the workers
compensation policy which arise from work performed by Contractor for
City.
Questions and requests for modification of these terms must be negotiated and
approved prior to bid closing and are at the full discretion of the City.
I have read and understand the above requirements and agree to be bound by them for any
work performed for the City.
Authorized Signature:
Printed Name:
Date:
City of Rosemead I Proposal No. 2022-28 Page 69 of 72
FORM J: REFERENCES
PROPOSAL NO. 2022-28
Integrated Solid Waste Handling Services
City of Rosemead, California
The following are the names, addresses, and telephone numbers of three public agencies for which
Proposer has performed work of a similar scope and size within the past 3 years. If the instructions
on this form conflict with the references requested in the scope of work, the scope of work shall
govern. Complete this form out accordingly. Fill out this form completely and upload it with your
proposal.
Name and Address of Owner / Agency
Name, email and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Completed
2.
Name, email and Address of Owner / Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Completed
3.
Name, email and Address of Owner / Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from
whom Proposer intends to procure insurance bonds:
City of Rosemead i Proposal No. 2022-28 Page 70 of 72
Form K
SERVICE RATE PROPOSAL - INSTRUCTIONS
Form K is provided in an Excel workbook. Form K shall be submitted in Excel format either on a USB drive
or electronically on PlanetBids. In completing your hard copy of the Customer Rate Forms, use this Excel
Workbook. Each Tab has two (2) tables included on them. The first table represents the Proposer's
proposed service rates for a 10 -year contract term. The second table represents the Proposer's proposed
service rates for a 15 -year contract term.
Designated
Instruction
Tab
Tab A
Please include all proposed Maximum Service Rates for services available to SFD Service
Recipients.
SFD 2023
Rates
For any of the requested SFD cart sizes or services that the Proposer does not offer,
please fill in as "N/A".
If the Proposer has additional SFD container size options or services that are not included
in the requested services, please add them into the "Other" section with the
corresponding rates.
Tab B
Please include all proposed Maximum Service Rates for service levels and items available
to MFD Service Recipients.
MFD 2023
Rates
For any of the requested MFD collection container sizes or collection frequencies that the
Proposer does not offer, please fill in as "N/A".
If the Proposer has additional MFD container size, frequency, or service options that are
not included in the requested services, please add them into the "Other" section with the
corresponding rates.
NOTE:
All Multi -Family Dwelling Trash Rates include the equivalent of one 96 -Gallon recycling
cart and one 32 -Gallon Organic Waste cart. Any increased or additional collection service
request for Recycling/Organic Waste/Green Waste/Food Waste will be offset by the
included bundled cost of Recycling/Organic Waste/Green Waste/Food Waste.
For Example:
The cost for a 96 -Gallon Recycling Cart is $60 for once -a -week collection. This
a')
cost is already included with the bundled trash rate.
Should the Service Recipient increase the collection frequency to twice a week
b.) collection, the cost for recycling collection is NOT $120, it is $60 for the
increased collection.
The unbundled rate may be $120 for twice a week collection, however that rate
C.) is being offset by the already included once a week collection rate, which
results in a twice a week collection rate at $60.
City of Rosemead I Proposal No. 2022-28 Page 71 of 72
Tab C
Please include all proposed Maximum Service Rates for service levels and items available
—
to Commercial Service Recipients.
Commercial
For any of the requested Commercial collection container sizes or collection frequencies
2023 Rates
that the Proposer does not offer, please fill in as "N/A".
If the Proposer has additional Commercial collection container size, frequency, or service
options that are not included in the requested service levels, please add them into the
"Other" section with the corresponding rates.
NOTE:
All Commercial Trash Rates include the equivalent of one 96 -Gallon recycling cart and
one 32 -Gallon Organic Waste cart per Commercial service unit. Any increased or
additional collection service request for Recycling/Organic Waste/Green Waste/Food
Waste will be offset by the included bundled cost of Recycling/Organic Waste/Green
Waste/Food Waste.
For Example:
The cost for a 96 -Gallon Recycling Cart is $60 for once -a -week collection. This
a')
cost is already included with the bundled trash rate.
Should the Service Recipient increase the collection frequency to twice a week
b.) collection, the cost for recycling collection is NOT $120, it is $60 for the
increased collection.
The unbundled rate may be $120 for twice a week collection, however that rate
C.) is being offset by the already included once a week collection rate, which
results in a twice a week collection rate at $60.
Tab D
Please include all proposed Maximum Service Rates for Additional Service Items. (Street
Sweeping Services, Lock charges, Special Pick -Up Charges, etc.)
Additional
2023 Rates
For any of the supplied Additional Service Items that the Proposer does not offer, please
fill in as "N/A"; however, Proposers please note that the City is requiring all proposers to
include proposed rates for Street Sweeping Services as an option for the City to consider.
If the Proposer has Additional Service Item options that are not included in the supplied
service levels, please add them into the "Other" section with the corresponding rates.
Tab E
Please provide the basis of your startup capital expenses (What are the anticipated
startup capital costs for proposed trucks and containers by line of business?).
Capital Start
Cost
Tab F
Solid Waste
Please provide the proposed solid waste mitigation fee. Proposers shall describe what
Impact
activities the mitigation fee is mitigating and whether it is proposed as an annual
Mitigation
payment or lump sum payment.
Fee, Proposal
Service
Alternatives
Additionally, please provide the proposed changes in proposed Maximum Service Rates
and
associated with each Proposal Service Alternative or Agreement Exception.
Agreement
Exceptions
City of Rosemead I Proposal No. 2022-28 Page 72 of 72
Attachment D
Waste Hauler Proposals
(Saved on USB Drive. Hardcopies are available at the
Office of the City Clerk)