Title
Environmental Management Department requesting the Board consider the following:
1) Accept the NewPoint Group/BAS proposal for the development of a Countywide Solid Waste Management Plan; and
2) Authorize the Department to negotiate a contract for said services. (Est. Time: 30 Min.)
Body
Fiscal Impact/Change to Net County Cost: There is no change in Net County Cost.
Background: In July of 2007 the County released a Request for Proposals (RFP) for the completion of a Solid Waste Rate and Service Survey - West Slope. The Environmental Management Department (EMD) contacted 45 potential vendors alerting them to the release of the RFP. EMD received zero responses and the RFP failed. The County subsequently solicited a request for a Statement of Qualifications (SOQ) on November 14, 2007, for a Countywide Solid Waste Rate and Service Survey. Responses to the SOQ were reviewed and, upon meeting with interested stakeholders (members of the Cities of Placerville and South Lake Tahoe, South Lake Tahoe Solid Waste Management Authority, the Cameron Park and El Dorado Hills Community Service Districts), it was determined that the NewPoint Group was best suited to complete this project based upon cost and relative experience. On February 12, 2008 (Agenda Item # 08-0196), a contract was awarded by the Board of Supervisors (Board) to the NewPoint Group to complete a Comprehensive Countywide Solid Waste Services Review. During a Special Workshop on August 18, 2008 (Agenda Item # 08-1293), the Board received and approved the final Solid Waste Rate and Service Study (Study).
Included in the NewPoint Group Study was the recommendation that the County develop a high level comprehensive Countywide Solid Waste Management Plan to address a number of short-term and long-term planning issues. During a Board Workshop held on March 16, 2009, to discuss countywide solid waste management issues (Agenda Item # 09-0340), the Board directed EMD to establish a working Committee that will assist the Department to research and identify a proactive approach for future solid waste planning. The Board also directed the Department to continue to work on countywide solid waste management planning and return to the Board with periodic updates. On June 2, 2009 (Agenda Item # 09-0340), the Board directed EMD to proceed with an RFP for a Countywide Solid Waste Management Plan and approved the membership of the Solid Waste Working Committee, which is comprised of local agencies such as the City of Placerville, the City of South Lake Tahoe, the South Lake Tahoe Waste Management Authority (JPA), the Cameron Park and El Dorado Hills Community Service Districts, as well as members of the El Dorado Solid Waste Advisory Committee, members of the business and education communities, interested members of the public, and County staff. The purpose for the formation of the Committee was further defined to assist the County with establishing the priorities of the solid waste management plan and the development of an RFP for the Countywide Solid Waste Management Plan, as well as to establish a collective approach to solid waste planning within the County.
The Committee met on several occasions and developed the RFP for a Countywide Solid Waste Management Plan, which identified many important and challenging decisions the County must address in developing the Plan including, but not limited to: the feasibility of developing a West Slope Solid Waste JPA with local agencies; an analysis of the existing West Slope Material Recovery Facility (MRF) in terms of location, capacity, self-haul practices and technology; potential County ownership of solid waste facilities; the potential uses of the Union Mine Disposal Site; an analysis of current practices and recommendations for future policies and programs related to green waste management, food waste management, and commercial and multifamily residential recycling programs on both the East and West Slopes.
The Countywide Solid Waste Management Plan RFP was approved by the Board, released on September 29, 2009, and closed on October 27, 2009. The County received the following three (3) responses to the RFP:
HDR/CA Waste Associates $136,156.00
NewPoint Group/BAS $225,900.00
R3 Consulting/Vector Engineering $131,463.00
Committee members independently reviewed and scored each proposal. The scoring criteria were broken down into 5 main categories for 100 points possible. Two of the main categories of the score sheet were Background & Qualifications and Approach & Methodology, which contained several subcategories, such as Solid Waste Management Plan and JPA development, MRF, Transfer Station and Landfills, County Ownership of Facilities, and Alternative Technologies to name a few. In addition, the Committee interviewed each RFP respondent. As a result of the scoring and interviews, the Committee selected the NewPoint Group/BAS as the best qualified firm(s) to prepare a comprehensive Countywide Solid Waste Management Plan. (Attachment A - Committee Letter to BOS) Copies of the NewPoint Group/BAS response to RFP and the NewPoint Group/BAS presentation are available for viewing in the Office of the Board Clerk.
Reason for Recommendation: The County is presently at a crossroads between a solid waste management plan that has well served a primarily rural population, and the need for an updated countywide solid waste management plan with a 20-plus year time horizon, which encompasses both the East and West Slopes, to meet the demands of an evolving population mix and potentially more stringent environmental requirements. An updated Solid Waste Management Plan will provide the County direction for future material recovery facilities, potential transfer stations, landfill options, alternative technologies, recycling programs and franchise agreement efficiencies. The development of such a Plan requires a broad range of solid waste knowledge, experience, engineering and technical expertise. County staff have some but not all of the required skill set, thereby necessitating the hiring of an outside consulting team to perform this work.
Based upon the review and scoring of the responses to the RFP, as well as the interviews conducted of each respondent, the Committee ranked NewPoint Group/BAS the number one choice to perform this work. The Committee is confident this consulting team will deliver the highest possible quality end product that will best serve the interests of the County, its residents and businesses. The Committee came to this conclusion based upon the following:
· The NewPoint Group/BAS proposal and presentation provided the most thorough understanding and comprehension of the Countys current solid waste infrastructure and systems, as well as the Countys future solid waste management needs and challenges.
· The NewPoint Group/BAS proposal will devote 2102 hours of time to this project, as opposed to 1,075 and 800 hours by R3/Vector Eng and HDR/CA Waste Assoc. respectively.
· The NewPoint Group/BAS proposal provided the most comprehensive and detailed work plan and vision with ten (10) major phases, twenty-six (26) tasks, and one hundred twenty-one (121) subtasks.
· The NewPoint Group/BAS proposal emphasized the delivery of a final product that will provide the County with practical steps and solutions to meet current and future challenges, not simply an analysis or study of existing conditions.
· NewPoint Group/BAS representatives expressed a willingness to work with the County during these fiscally challenging times and demonstrated flexibility regarding the proposed cost for the services requested.
While the NewPoint Group/BAS proposed cost was the highest of the three proposals submitted, the Committee contends the higher cost is justified by the comprehensive proposed scope of work. However, the Committee recommends the County negotiate with NewPoint Group/BAS to reduce the proposed price of the contract.
Should the Board authorize the Environmental Management Department to move forward with the NewPoint Group/BAS contract, it is the intent of the Department to negotiate a cost effective, task order driven, two (2) year contract. This method will allow the Department the opportunity to prioritize the various tasks, explore creative solutions to reduce overall project cost, meet current funding limitations, and deliver the desired end product.
Action to be taken following Board approval:
Direct Environmental Management to negotiate a contract with NewPoint Group/BAS for the development of a comprehensive Countywide Solid Waste Management Plan and return to the Board for approval of said contract.
Attachment A: Solid Waste Management Plan Committee Letter to BOS
Contact: Gerri Silva, MS, REHS, Director of Environmental Management
Concurrances: County Counsel