2018-03-29 Work Session
PUBLIC HEARING
Ordinance No. FY2018-19
CONTRACTS
Contract No. FY2018-26
ORDINANCES FOR INTRODUCTION
Ordinance No. FY2019-01
Ordinance No. FY2018-21
OTHER ITEMS
Confirmation Of A Mayoral Appointment
KODIAK ISLAND BOROUGH
STAFF REPORT
MARCH 29, 2018
ASSEMBLY WORK SESSION
SUBJECT:
ORIGINATOR:
RECOMMENDATION:
DISCUSSION:
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
Date:
To:
Cc:
From:
RE:
CommunityParking Spaces Required
1
Individual calculations can be found in Appendix 1.
CommunityParking Spaces Required
CommunityParking Spaces Required
1
Some communities have additional requirements based on number of bedrooms above 4, floor area exceeding 2,400 sf, etc.
2
This number is 37 outside of the Juneau/Douglas Geographic Areas
February 11, 2018
KodiakBorough
Assembly710Mill
Bay Road
Kodiak, AK99615
Re: Residential and Commercial SolidWaste Collection and Recycling Services Proposal
DearAssembly Members,
My name is Sam Rohrer and I am the CEO of Emerald Sanitation Inc. Emerald Sanitation
submitted a proposal in response to the KIB’sRFP for Residential and Commercial Solid
Waste Collection and Recycling Services. I am writing this letter to request that the
Assembly postpone the vote authorizing the Manager to execute Contract No. FY2018-07.
The following points are areas of strong concern that I have regardingtheRFP review
process, the negotiations process, and the subsequent presentation of this information to the
Assembly by Borough Staff.
1.Borough Staff incorrectly indicated to Assembly members at the February 8, 2018
Assembly Work Session that there was no objection nor protest to Alaska Waste
being awarded the Solid Waste Collection Services Contract.
2.Borough Staff has not released the completed evaluations of either Proposer, nor
corresponding scores or rank.
3.Borough Staff improperly excluded Emerald Sanitation from the negotiation
process, this includes the opportunity to discuss and potentially revise our proposal.
4.Borough Staff has not included Alaska Waste’s Rate Cost Component in the Draft
Contract.
5.Borough Staff changed an item in the Draft Contractfrom the original RFP Sample
Contract.This change has direct impact on the proposed residential and commercial
rates.
6.Borough Staff recommended Contract award based offincorrect factors.
Item 1.During the February 8 Assembly Work Session, the Borough Manager indicated that
there was no objections or protest to the Borough awarding the Solid Waste Collection Services
Contract to Alaska Waste. This is not the case. On July 19, 2017, Emerald Sanitation received a
letter informing us that the Kodiak Island Borough had extendedNotice of Intent to Award to
Alaska Waste. The letter went on to state the method for filing a formal written protest, what
information should be included in the protest, and how the protest wouldbe evaluated. A copy
of this letter is attachedas AppendixA.I submitted a public records request on July 20, 2017,
requesting the complete bid package from Alaska Waste, as well as the evaluation results. A
copy of the records request is attached as Appendix B. On July 21, I received an email from
Borough Staffindicating the KIB would not release any documents until after a successful award
has been approved. I replied to this email that without the release of this information I could not
file a meaningful letter of protest, or even decide if a protest was warranted. I concluded my
email by requesting a personal meeting with Borough Staff. A copy of these email
communications can be found attached as Appendix C.
I met with Borough Staffon July 31, at which time I delivered aletter of protest. A copy of that
letter can be found attached as Appendix D. In addition to delivering the Letter of Protest, I also
verbally communicated my frustrations that the KIB would not release any relevant information
regardingthe evaluation results. During the meeting, Borough Staff provided meacopy of a
letter that was being prepared to mail to me the next day. The letter stated that the KIB had made
a mistake with the respect to the July 19 letter they had sent me regarding the Intent to Award
and my right to protest, and that I in fact, did not have a right to protest, nor wasthere any
process by which a proposer might do so. A copy of this letter can be found attached as
Appendix E.
KIB continues to claim that I have no means by which to protest either the original Notice of
Intent to Award, or the actual award of this Contract. This is troublingas it leaves my sole means
of recourse to file suit against the KIB.
Item 2.Borough Staff, per their response to my public records request referenced in Appendix
C., havebeen unwilling toreleaseboth the completed evaluations of either Proposerand the
correspondingscores or rank.They claim that releasing the information would violate Borough
Code, specifically 3.30.110.D. & E. (a copy of this section of the code is attached as Appendix
F., applicable section is highlighted yellow).While this section appears toprohibitthe release of
the proposals and actual price tabulations, it certainly does not prohibit the release of the
Evaluation Panels rankings and score, nor the Panels explanation for how the scores impacted
the Evaluation Criteria and the Relative Weight of each individual criteria. This information is
important for both other Proposers and for Borough Assembly Members to review. Without this
information, there is no way to know if the KIB Staff is making its recommendations fairly and
accurately, and according to the procedures laid out in the RFP. The Borough Assembly should
postpone a vote on this contract until the ranking and scores are made public, and the Assembly
has an opportunity to review this information. A full description of the Evaluation and Selection
Methodology can by found in section 5.6 and 5.7 of the RFP that is included in your Assembly
Packet. It can be found on page 26 and 27 of the RFP (pages 118 & 119 of your Assembly
packet).
If this information is not released until after the contract is awarded, and if after reviewing the
evaluations, rankings and scores I find inconsistencies or errors, or find that the KIB did not
follow the proper procedures as laid out in the RFP my only recourse would be to file suit against
the KIB. As an aside, it is worth noting that the KIB has made several errors in this process
already. One of the errors was referenced in the above Item 1., when the KIB sent me a letter
incorrectly laying out the process by which to formally protest. I pointed out several other errors
error to Borough Staff during the bidding process that required the issuance of both Addendum
#1 & #2. One should expect that more errors will be found in the evaluation process.
Item 3.Borough Staff improperly excluded Emerald Sanitation from the negotiation processas
authorized in section 3.30.110.E. of the KIB Code. This section of code is attached as Appendix
F. and the applicable sections are highlighted orange. The code states that the manager may
negotiate with those responsible proponents whose proposals are determined to be reasonably
responsive. The code continues to state that proponents deemed eligible for negotiations shall be
treated equally regarding any opportunity to discuss and revise proposals. In other words, if the
KIB determines that a proposer is reasonably responsive, and if the KIB decides they want to
negotiate with anyproposers, thenthe KIB must give ALL eligible proponents an opportunity to
respond to any negotiations.
The KIB has clearly determined Emerald Sanitation to be reasonably responsive. The KIB Staff
Report that can be found in your Assembly Packet,on page 91, says, “The review team reviewed
the RFP’s and determined that both were responsive proposers.” I have also attached a copy of
this report as Appendix G, the applicable section is highlighted orange.The KIB also stated in a
letter they sent me on August 1, 2017, that they had not yet negotiated a final agreement with
Alaska Waste,and if they were unsuccessful in reaching an agreement they remained interested
in speaking with my firm as the other proposer. This letter is attached as Appendix E, the
applicable section is highlighted orange. Clearly the KIB determined that Emerald Sanitation
was reasonably responsive.
The original Procurement Schedule stated that the Assembly would issueanIntent to Award on
thth
August 9, that Negotiations would commence on August 14, and that the Assembly would
th
Award the Contract on October 5.A copy of this schedule can be found in your Assembly
Packet, on page 14 and 15 of the RFP (pages 106 & 107 of your Assembly packet). The KIB
issued a Notice of Intent to Award on July 19 (incidentally this was not issued by the Assembly
as the RFP said it would be, but rather by Borough Staff) and finally on February 8, 2018, at the
Borough Assembly Work Session, the Assembly was given a copy of the Draft Contract.The
procurement schedule states that negotiations were to take place between the issuanceof the
Intent to Award, and the Actual Awarding of the Contract. Per this schedule, approximately 1.5
months was set aside to conduct these negotiations. However, the Notice of intent actually went
out on July 19
and the Assembly was not presented with the Draft Contract until February 8, over
6 months later. If 6 months were needed from Intent to Award to Draft Contract, one must
assume that substantial negotiations took place. One must also wonder why Emerald Sanitation
was not made aware of any negotiations, nor given an opportunity to respond to any
negotiations, as is required my Borough Code.
Undoubtedlynegotiations between KIB and Alaska Waste took place and obviously Emerald
Sanitation was not involvedin any negotiations, nor given any opportunities to respond to any
negotiations. Clearly this is in violation of Borough Code.
Item4.Borough Staff has not included Alaska Waste’s Rate Cost Component in the Draft
Contractnor adequately explained the impact of the Rate Cost Component to the Assembly. The
Contractor Service Fees that are proposed on pages 25 and 26 of the Draft Contract that is found
in your Assembly packet (pages 154 and 155 of your Assembly Packet) are not the actual Fee
that will be charged consumers starting on July 1, 2018 (the beginning of the contract term). In
fact,the actual fee is unknown at this time, as it will be adjusted on July 1, 2018. In other words,
the draft contract states that the Monthly Service Fee will be $50.37 for residential customers.
However, this fee, per the draft contract, will be adjusted on July 1, 2018, the first day of the
contract term.
This is how the adjustment and the Rate Cost Component work: The Monthly Service Fee is
comprised of 5 different components, Collection & Admin Costs, Fuel, Fixed Cost, Disposal
Cost, and Profit. On each July 1 of the contract term (7 years with 3 optional renewals) the
following components will be adjusted, the Collection & Admin Cost, the Fuel Cost, and the
Disposal Cost. TheFixed Cost and the Profit will remain constant over the term of the initial
contract. The Collection & Admin Cost will be adjusted based off of 75% of the CPI (Consumer
Price Index), the Fuel Cost will be adjusted based off of 75% of the PPI (Producer Price Index),
and the Disposal Cost will be adjusted by 100% of any changes in the tonnage rate as charged by
the KIB Landfill or by any change in the ratio between tons disposed and the number of
customers served. A fairly thorough explanation of the Rate Cost Component is included on
pages 28 –32in the Draft Contract that is found in your Assembly Packet(pages 157-161 of
your Assembly Packet).
When we projected Service Fee Costs in our Proposals, we had to break down the costs by the
Rate Cost Component schedule. This allowed the reviewers to see what portions of our proposed
costs were fixed, and what portions were adjustable. The most challenging part of this exercise
was estimating Disposal costs. The disposal costs, was the single largest line item in my budget
when estimating costs for this RFP. It is also the portion of the Service Fee that is most likely to
be substantially adjusted. For example, if the KIB Landfill raises the cost per ton to dispose of
solid waste as was done part way through this RFP, then the Disposal Cost component in the
Service Fee will go up substantially (the consumer pays more money), if fewer customers start to
throwaway more trash, then the Disposal Cost component in the Service Fee will go up again
(again, the consumer pays more money), but if more customers start to throw away less trash,
then the cost goes back down for the consumer.
If allproposersprojected the exact same Service Fee, one would still not be able to evaluate the
proposers until they compared the actual Rate Cost Component Schedule. One would hope that
the KIB understands this, but without being able to see the actual comparison we don’t know if
this is the case. Additionally, the RFP instructed users to use the current (at the time of the initial
RFP release) rate of $258 per ton to estimate disposal costs. So, our projected Service Fee was
based off a disposal rate of $258 per ton, not the actual rate of $323 per ton. It was unclear
whether this adjustment would be made during the negotiations, or on July 1, when the term of
the contract began. It is clear, that the residential Service Fee of $50.37, will change on July1,
2018, what is unclear is by how much. Does the $50.37 considerthe current price of $323 or is
it based off $258? If the Service Fee is based offthe $258 disposal rate, the fee will increase
substantially.
Item 5.Borough Staff changed an item in the Draft Contract, which is included in the Assembly
Packet, from what was in the original RFP Sample Contract. This change has direct impact on
the proposed residential and commercial rates.In the original RFP Sample Contract, under
section 11.03.b., the first Annual Adjustment was to take place on July 1, 2019. I have attached
a copy of this section as Appendix H, the applicable part is highlighted orange. This is important
because the information we had to use to formulate our projected rates was information that was
gathered in 2016. This information included number of residential and commercial customers,
number of times per month the commercial customers were tipped, and the total tonnage of
garbage disposed of. Any changes in any of those numbers would have a significant effect on
actual disposal costs that are paid out to the KIB Landfill. When formulating our projected costs
we had to estimate/guess what the real disposal numbers would be for 2018, so as to make sure
we charged enough to cover what the actual disposal costs were.In other words, we had to
estimate high, to make sure we were covered. Whatever projected costs we madein our
proposals we would beheld too for one year, until the First Adjustment dateon July 1, 2019.
However, under section 11.03.b. on page 28 of the Draft Contract, which is included in the
Assembly Packet, (page 157 of your Assembly Packet) the first Annual Adjustment date was
changed to July 1, 2018. This substantially affects how disposal costs would be figured and
would have allowed one to project lower disposal costs, knowing that if disposal costs increased
one would have an opportunity to adjust the ratebefore collection services began.
It is unclear when Alaska Waste became aware that the first Annual Adjustment would come
July 1, 2018 instead of July 1, 2019. But at this point, one must assume that their Service Fees,
which are proposed in the Draft Contract, reflect that knowledge. If my company had been aware
of this information, our projected prices would have been considerably lower.
Item 6.Borough Staff recommendedtheContract award based off incorrect factors.In the Staff
Report located in yourAssembly Packet, on page 91, Borough Staff recommends that the
contract be awarded to Alaska Waste because Alaska Waste’s rate are substantially lower and
because Alaska Waste’s qualification had substantially more depth in experience than Emerald
Sanitation’s proposal.
The RFP laysout the Evaluation Criteria that isto be used to evaluate the proposals, along with
the relative weight that each factor isto be given. See the table below:
Relative Weight of Evaluation Criteria
Evaluation CriteriaRelative Weight
Rate Proposal35%
Qualifications and References15%
Safety5%
Technical25%
Litigation, Regulations & Liability5%
Contract Exceptions15%
This table can be found on page 27 of the Draft Contract in your Assembly Packet (page 119 of
your Assembly Packet).
As you can see, Rate Proposal is to be given a Relative weight of 35%, however,there is no
factor for “qualification had substantially more depth in experience”, as stated in the Borough
Staff report.Substantial depth in experience would seem to reference having multiple employees
with many years of experience in the Solid Waste Collection Industry. If this was the standard
that the Borough intended to use, it should have been stated in the RFP. In actuality, the RFP
statesthat proposers should have at least one individual on staff with at least 5 years of
experience in the solid waste collection industry.This requirement can be found on page 20 of
the Draft Contract in your Assembly Packet (page 112 of your Assembly Packet).
Emerald Sanitation took no contract exceptions, has no history of litigation or regulatory
compliance issues,answered all aspects of the technical portion of the RFP,has a zero loss on
our related WC policiesandno safety issues or violations, has excellent references, and has hired
a consultant with over 5 years of experience in the solid waste collection industry.These areas
should have all received full weighted percentage.This leaves the Rate Proposal, and as
discussed in Items 4 & 5, it is not clear based off the information providedby Borough Staff, if
Alaska Waste’s rates are in fact lower. Without a comparison of both companies Rate Cost
Component and without both companies using the same date for the first Annual Adjustment,
one cannot determine which rates are actually lower.
Conclusion.It was and continues to be Emerald Sanitations goal to assure that the Community
of Kodiak receives the best value for its Solid Waste Collection Contract. If all 3 extensions of
this contract are exercised, the contract will cost the Community of Kodiak over 40 million
dollars. This contract represents a long-term commitment to the Kodiak community and we
would like to ensure that the Kodiak Island Borough fully evaluates all of its options.
Please do not authorize the signing of Contract No. FY2018-07until the issues raised in the letter
have been adequately reviewed and addressed and the Borough has been instructed to give both
proposers equal opportunity to respond to all negotiations.
Thank you for your careful consideration,
Sincerely,
Samuel I. Rohrer, CEO
Emerald Sanitation, Inc
From:noreply@civicplus.com
To:sam@klcak.com
Subject:Online Form Submittal: Records Request Form
Date:Thursday, July 20, 2017 10:08:28 AM
From:Sam Rohrer
To:"Laurie Pardoe"; "dconrad@kodiak.us"
Cc:"Bob Tucker"; "mpowers@kodiakak.us"
Subject:RE: Records Request
Date:Monday, July 24, 2017 9:01:00 AM
Attachments:image001.png
Ms. Pardoe and Mr. Conrad,
Thank you for the email on Friday, however I am not satisfied with the response.
First, I was informed by email from Bob Tucker on 6/14/17 that copies of the proposals would be
released after the Borough was done with the analysis. It would appear as the Borough is done with
their analysis, since you have extended a Notice of Intent to award, and because that notice
expressly says the Borough has completed their review. Based on that email, the proposals should
now be released.
Second, the Notice of Intent to Award Letter says that bidders wishing to protest this award may do
so by filing a formal written protest within 10 days after announcement of the Notice of Intent to
Award. Also, according to the letter, the written protest shall include, along with other items, copies
of relevant documents and reasons for the proposal protest. If I am given no information as to why
the Borough is extending a Notice of Intent to Award to Alaska Waste, nor I am given no information
regarding their proposal, then I have no information by which to formulate a meaningful protest or
to even decide if a protest is warranted.
The Notice of Intent to Award letter was emailed on 7/19/17, today is 7/24, that now leaves me only
6 days to receive the information I have requested, research the information, and decided if a formal
protest is warranted. Due to this short time period, I would request a brief meeting early this
afternoon with Mr. Conrad and Mr. Powers to address my concerns.
Thank you for your consideration and I look forward to your timely response,
Sam Rohrer, CEO
Emerald Sanitation Inc.
From: Laurie Pardoe \[mailto:lpardoe@kodiakak.us\]
Sent: Friday, July 21, 2017 4:38 PM
To: sam@klcak.com
Cc: Clerks <Clerks@kodiakak.us>; Bob Tucker <btucker@kodiakak.us>
Subject: Records Request
Good afternoon, Sam.
I received a response to your records request that was submitted on July 20, 2017. Please see the
information provided below.
Thank you,
Laurie Pardoe
Deputy Clerk / Records Administrator
Office of the Borough Clerk
Kodiak Island Borough
710 Mill Bay Road, Room 234
Kodiak, AK 99615
P: 907.486.9310
F: 907.486.9391
lpardoe@kodiakak.us
From: Dave Conrad
Sent: Friday, July 21, 2017 12:59 PM
To: Clerks
Cc: Michael Powers; Bob Tucker
Subject: Records Request - Sam Rohrer
I have discussed this request with the manager and at this time the KIB’s position is that as the
contract has not been awarded and that release of the requested information may compromise the
possible negotiations with the apparent low bidder and the requestor’s firm, the KIB will not be
releasing these documents until after a successful award has been approved.
not
times
.
KODIAK ISLAND BOROUGH
STAFF REPORT
MARCH 22, 2018
ASSEMBLY SPECIAL MEETING
SUBJECT:
ORIGINATOR:
RECOMMENDATION:
DISCUSSION:
KIBC 3.16.110 Competitive sealed proposals -negotiated procurement.
KODIAK ISLAND BOROUGH
STAFF REPORT
MARCH 22, 2018
ASSEMBLY SPECIAL MEETING
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
KODIAK ISLAND BOROUGH, ALASKA
REQUEST FOR PROPOSALS FOR
RESIDENTIAL AND COMMERCIAL SOLID WASTE COLLECTION
AND RECYCLING SERVICES
March 2017
For More Information Contact:
Kodiak Island Borough
710 Mill Bay Road
Kodiak, AK 99615
Phone: 907-486-9343
By Fax or Email Only after RFP is Released:
907-486-9394 or btucker@kodiakak.us
1COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
KODIAK ISLAND BOROUGH RFP FOR
RESIDENTIAL AND COMMERCIAL SOLID WASTE COLLECTION
AND RECYCLING SERVICES
TABLE OF CONTENTS
Contents Page
SOLID WASTE AND RECYCLING.............................................................................................2
COLLECTION SERVICES............................................................................................................2
1.0General Information.............................................................................................................4
2.0Scope of Services.................................................................................................................4
2.1Solid Waste Collection Service.......................................................................................5
2.1.1Residential Roll Cart and Dumpster/Roll Off Service................................................5
2.1.2Commercial Dumpster (Front Load) Service..............................................................6
2.1.3Roll Off (Drop Box) Service.......................................................................................6
2.2Potential Future Recyclables Processing and Other Recycling Services........................6
2.2.1Recyclables Processing................................................................................................7
2.2.2Central Recyclables Processing Facility......................................................................8
2.2.3Recycling Drop-off Centers.........................................................................................8
2.2.4Recyclables Collection Service....................................................................................8
2.2.5Community Outreach and Education...........................................................................8
2.2.6Recyclables from KIB Landfill....................................................................................9
2.2.7Quarterly Quantity Benchmark Submittal and Presentation to the KIB Assembly......9
2.2.8Future Recycling Options............................................................................................9
2.2.9Payment and Reporting..............................................................................................10
2.3Customer Service...........................................................................................................11
2.4Disposal.........................................................................................................................11
2.5Service Invoicing...........................................................................................................11
2.6Borough’s Options.........................................................................................................12
2.7Proposer Responsibilities...............................................................................................12
2.8Consequence of Submission of Proposal.......................................................................13
2.9Proposal Costs...............................................................................................................13
2.10Procurement Schedule...................................................................................................14
2.11Process Integrity Guidelines..........................................................................................14
3.0Background Information....................................................................................................16
3.1Geographic and Demographic Information...................................................................16
3.2Residential Solid Waste Collection...............................................................................17
3.3Recycling Collections and Processing...........................................................................17
3.4Current Commercial Solid Waste Collection Service and Amounts Collected............18
4.0Required Information.........................................................................................................18
5.0Process and Methodology..................................................................................................23
5.1Written Questions..........................................................................................................23
5.2Proposal Submission......................................................................................................24
5.3Clarification/Interviews.................................................................................................24
2COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
5.4Minimum Content Requirements..................................................................................24
5.5Accuracy in Reporting Requested Information.............................................................25
5.6Evaluation Procedure.....................................................................................................25
5.7Evaluation and Selection Methodology.........................................................................26
5.8Contract Award..............................................................................................................26
APPENDIX A – SAMPLE COMMERCIAL COLLECTION CONTRACT...............................27
APPENDIX B – CURRENT ACCOUNT DATA, PER-TON DISPOSAL RATE, AND
COLLECTION RATES.................................................................................................................28
APPENDIX C – RATE PROPOSAL FORMS AND CUSTOMER LIST....................................31
3COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
1.0General Information
The Kodiak Island Borough (KIB) is seeking a qualified contractor to provide solid waste
collection and recycling services after the expiration of the Borough’s existing collection
contract. The KIB plans to execute a new 7 year service agreement by October 5, 2017. In
conjunction with the procurement of collection services, the KIB has developed a Solid Waste
Management Plan (SWMP). The SWMP details all the system background information of the
KIB as well as the strategic approach adopted by the Borough Assembly for managing waste
over the next twenty years. IT IS STRONGLY RECOMMENDED THAT ANY
POTENTIAL PROPOSER REVIEW THE SWMP PRIOR TO THE SUBMISSION OF
THEIR PROPOSAL.
The SWMP can be accessed at the Borough’s website (www.kodiakak.us). Proposals will be due
on June 8, 2017. The Request for Proposals (RFP), Draft Agreement, and any Addenda will be
posted on the Borough's website. Note that the SWMP calls future collection of recycling;
however, the specific details for the recycling program are currently being developed by the
Borough. The KIB retains the right to change the scope of services and add regular collection of
residential and commercial recycling.
In addition, other background information is posted on the website. If you have any problems
reading the files on the website, please email the Borough’s Engineering and Facilities Director
Robert Tucker at btucker@kodiakak.us or fax him at 907-486-9394 to have a copy forwarded to
you in a compatible format.
Proposers are encouraged to check the website at least weekly from the release of the RFP until
the final award of contract(s) by the Borough Assembly. The KIB will post any Addenda on the
website as they are issued and Borough staff will email all procurement documents to firms that
have officially expressed interest in participating in this procurement process. If you have not
already officially expressed such interest, please email Mr. Tucker at btucker@kodiakak.us to
submit the appropriate form to make sure that you are fully involved in this process.
2.0Scope of Services
The KIB has adopted the following objectives, which will be used as selection criteria with
respect to this RFP process, and shall serve as the overarching goals of resulting service
agreements:
Provision of safe and reliable service at a competitive price;
Minimization of the administrative burden on KIB staff; and,
Collaboration with the KIB to solve challenges posed by solid waste and recycling
services.
Below is a summary of the scope of services. These services are more fully described in the
Draft Contract in Appendix A. In the event that there is a conflict between the summary below
and Appendix A, Appendix A shall take precedence over this summary.
4COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
The scope of services include two main types of services: (1) solid waste collection; and (2)
future recyclables processing and other recycling services. This RFP process will result in the
award of a contract for the provision of solid waste collection and disposal services only, and any
services related to recycling are purely speculative.
2.1Solid Waste Collection Service
Contractor will provide collection service to residential and commercial customers. Roll carts
and Dumpsters currently in use will be available to the contractor to use in providing service:
contractor will be responsible for providing roll-offs, and will be responsible for maintenance
and replacement of roll carts, dumpsters, and roll-offs throughout the term of this contract. At
the end of the contract term, Contractor will be obligated to enter into negotiations with KIB to
sell or lease all or a portion of roll carts and dumpsters in service to KIB for no more than fair
market value.
2.1.1Residential Roll Cart and Dumpster/Roll Off Service
Contractor will provide roll cart service to every single-family household for solid waste within
the roll cart areas, and provide roll off or dumpster service in the areas outside the roll cart areas.
Currently, the majority of the containers outside the cart area are 20 cy roll-offs, with a few
dumpsters in areas with space constraints (see listing in Appendix B). All containers in the bear
aware areas shall be bear-resistant. A map of the bear aware areas is provided on the website.
Businesses and multi-family dwellings that generate small quantities of waste that opt for a cart
will also be serviced.
Contractor will ensure that all containers are labeled with applicable policies and use instructions
approved by the KIB for any new cart user. Basic operating instructions will be hot stamped
onto carts. Any new or replacement roll carts provided shall be warranted for 10 years of
service.
Currently, roll carts in service are a mix of 32-, 65-, and 96-gallon sizes and residents are
currently charged rates according to container size. Respondents should provide a single monthly
rate that would be paid by all residential customers (for weekly service of a roll cart of any size
or roll-off/dumpster service) with those rates to go in effect on the day that service commences.
At that time, residents with roll cart service may request a change in cart size to either a 65- or
96-gallon cart. Thereafter, residents will be allowed to change their cart size at no charge at least
once per year.
Multi-family (apartment) complexes will receive commercial container service from the
contractor with one exception. Multi-family complexes with 5 or less units (apartment
dwellings) will be eligible for roll cart service; however, complexes with greater than 5 units will
be required to obtain container service from the contractor if space for container storage is
available.
5COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
Garbage will be collected weekly. Routing of collection vehicles should maintain existing route
schedules; however, route days may be changed for some customers if meaningful efficiencies
can be achieved. A map of the existing refuse route days is posted on the Borough’s website.
2.1.2Commercial Dumpster (Front Load) Service
The contractor shall collect all garbage set out for disposal by commercial customers in
acceptable front load collection containers. The contractor shall provide, when requested, all
customers with assistance in determining container needs for garbage (and future recyclables).
The contractor shall provide bear resistant dumpsters in designated bear aware areas.
Contractor-provided containers shall be delivered by the contractor to requesting commercial
customers within five (5) business days of the customer’s initial request. Receptacles shall be
clearly identified by displaying the contractor’s name and telephone number prominently and
conspicuously on the container. Receptacles must be clean and serviceable when delivered to
the customer.
2.1.3Roll Off (Drop Box) Service
The contractor shall provide roll off containers to commercial customers, and on-call to
residential customers (e.g., cleanup or remodel), in accordance with the service level selected by
the customer. The contractor shall provide and maintain roll off containers as required
throughout the term of this contract.
Both customer-owned and contractor-owned roll off containers shall be serviced. The contractor
is not required to service customer containers that are not compatible with the contractor’s
equipment.
The contractor shall maintain a sufficient number of roll-off containers to provide delivery of
empty containers by the contractor to new and temporary customers within three (3) business
days after the customer’s initial request.
The contractor shall provide dispatch service and equipment capable of collecting full roll off
containers (and replacing it with an empty roll off if requested) on the same business day if the
customer’s initial request is received before 10:00 a.m., and no later than the next business day if
the customer’s initial call is received before 4:00 p.m.
2.2Potential Future Recyclables Processing and Other Recycling Services
The Kodiak Island Borough (KIB) has adopted aggressive goals for increasing diversion from
the waste stream disposed of in the landfill. To achieve these goals, the KIB is seeking a
qualified contractor to provide recycling services in order to divert / reduce the volume of
recyclable materials disposed of at the KIB Landfill. The contractor will, in cooperation with
the KIB, promote and raise awareness along with increasing participation in the voluntary
recycling / diversion program by reaching out and educating the Kodiak community.
6COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
KIB may elect to continue using its existing provider of recycling processing and other recycling
services. If so, it will not execute the recycling processing and other recycling services described
in Section 2.2 of this RFP.
2.2.1Recyclables Processing
Currently, The Borough offers limited recyclables processing and other recycling services
through a contract with Threshold Recycling Services, Inc. located on Von Scheele Way in
Kodiak. Should KIB elect to award a contract for the provision of recycling services to the
Contractor selected through this RFP process, such services would, generally speaking, be as
follows.
Contractor would be required to process an average of 650 tons per year, while guaranteeing
diversion of this material to an established market or processor. Contractor must have
adequate equipment and site capacity to accommodate fluctuations in this average, especially
during the peak seasons, which may require capacity to process and/or store.
Contractor will process, market, and ship recyclable materials off-island. Processing will
include, but is not limited to, screening of non-recyclable materials and waste disposed
with recyclable materials, baling or packaging materials for shipment, and shipping of
materials to markets or high grade processors. The Contractor would be required to process the
following classes of materials:
1)Corrugated Cardboard
2)Mixed paper and Paperboard
3)Newspaper
4)Plastics (including but not limited to #1 PETE and #2 HDPE, plastic sheeting / film)
5)Non-ferrous metals including but not limited to aluminum, aluminum containers
6)Bi-metal containers
7)Electronic waste
The contractor may also propose expanding the recycling / diversion efforts by collecting
and/or recycling other waste streams not listed above, such as used cooking oil, used motor
oil, fluorescent light tubes, used batteries, and used toner or printer cartridges. Respondents
should specify in proposals whether they intend to expand the services provided in the first
year.
From 2013 through 2016, the KIB Recycling Processor shipped the following quantities of
materials, in tons, off-island for recycling:
7COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
Table 2-1
Annual Summary 2013Annual Summary 2014Annual Summary 2015Annual Summary 2016
PoundsTonsPoundsTonsPoundsTonsPoundsTons
#1 PETE Plastic18,3009#1 PETE Plastic17,5349#1 PETE Plastic18,9639#1 PETE Plastic17,9659
#2 HDPE16,9688#2 HDPE14,8077#2 HDPE11,7096#2 HDPE11,6576
Mixed Paper285,309143Mixed Paper287,995144Mixed Paper333,596167Mixed Paper277,783139
Newspaper70,07135Newspaper21,67711Newspaper67,33934Newspaper63,40132
Office Paper170,45485Office Paper142,65771Office Paper140,21170Office Paper142,81071
Plastic Film27,01914Plastic Film34,73617Plastic Film44,38622Plastic Film23,16412
Cardboard822,654411Cardboard819,994410Cardboard981,162491Cardboard740,454370
Aluminum15,6598Aluminum13,9397Aluminum15,4938Aluminum15,6618
Bi-Metal Cans17,4229Bi-Metal Cans16,5428Bi-Metal Cans16,4918Bi-Metal Cans16,4458
Total:1,443,856722Total:1,369,881708Total:1,629,350815Total:1,309,340655
2.2.2Central Recyclables Processing Facility
The contractor will establish a centralized base of operations where all recyclables collected
from the community will be sorted / stored for shipment off-island for recycling. The facility
will be operated in compliance will all applicable State and Federal regulations.
2.2.3Recycling Drop-off Centers
The contractor will provide facilities that are readily accessible by the public to drop off
recyclables (Drop-off Centers). With the exception of electronic waste, all materials shall be
accepted free of charge. The contractor’s proposed fee for electronic waste recycling shall be
provided in the rate proposal form included in Appendix D. A minimum of four (4) locations,
not including the central processing facility described in Section 2.1 will be provided, located
both within and outside the Kodiak urban area. The contractor will be responsible for
maintaining / cleaning the drop-off centers. The contractor will regularly inspect the centers;
centers must be inspected a minimum of three (3) times per week. One of the centers, located
within the urban area, must be staffed by contractor personnel to assist the public five (5)
days per week, two (2) of the five days must be Saturday and Sunday (excluding observed
Borough holidays); the staffed drop off center must be open to the public a minimum of six
(6) hours per day between the hours of 8 am and 8 pm.
Upon one month’s notice from KIB, contractor will begin accepting glass at the processing
facility. Once full, bins shall be transported to the KIB Landfill and unloaded at a location
specified by KIB. The contractor will be compensated for transportation of glass to the landfill at
a rate to be negotiated with KIB.
8COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
2.2.4Recyclables Collection Service
The contractor shall provide a fee-based recyclables collection service to business / commercial
/ residential customers. The contractor will pick up the recyclables at the business / residence
as determined by the contractor and customer and deliver the materials to the contractor
recycling facility.
The contractor shall provide prices for pickup service in the rate proposal form included in
Appendix D.
2.2.5Community Outreach and Education
The contractor shall provide community outreach / education programs to promote
recycling in the community, and educate the public regarding recycling sustainable practices.
The contractor shall provide the following services:
One event per school annually.
Two community events, annually.
A website with real-time notices of future events, information about available services,
and contact information.
Flyers in all local newspapers at least monthly.
At least one radio advertisement weekly.
Quarterly presentations to the KIB Assembly.
Donation of collection bins and pickup service at annual Spring cleanup event.
Participate in regularly scheduled Solid Waste Advisory Board meetings.
Contractor shall provide an annual price for providing community outreach and education
services in the rate proposal form included in Appendix D.
2.2.6Recyclables from KIB Landfill
The KIB is planning to process recyclables such as cardboard and electronic waste diverted /
removed from the KIB Landfill Baler tipping floor. The contractor will be required to receive
the recyclables processed by the KIB Landfill staff. The cardboard will be separated, sorted,
and then baled. The electronic waste will be separated, sorted, containerized (placed in either
plastic totes or bulk cardboard containers (Gaylord boxes)). The cardboard bales and totes /
boxes will be transported weekly, by the contractor, from the KIB Landfill Baler to the
contractor central recycling facility. The contractor shall accept cardboard at its processing
facility at no cost to KIB. KIB will pay the rate charged for delivery of electronic waste. The
contractor will transport the materials from the landfill at no additional charge to the KIB.
2.2.7Quarterly Quantity Benchmark Submittal and Presentation to the KIB Assembly
A quarterly report, submitted one month following the end of the Calendar Quarter,
summarizing the recycling activities will be submitted to the KIB Engineering and Facilities
Department. For the purposes of reporting, quarters will be July-September, October-December,
January-March, and April-June. As an example, the July-September report will be due the last
day of October. The report will include the volume and type of recyclables processed and then
9COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
shipped off-island, the shipping method, and the destination of the recyclables. The report
will also include a summary of the community outreach / education program activities.
The contractor shall present a summary of its quarterly activities to the KIB Assembly
at the second monthly meeting the following the end of the Calendar Quarter. For example,
presentation of the July-September summary will occur at the second Assembly meeting in
October. The summary shall include, but not be limited to the volume of recyclables
processed and then shipped off-island, community outreach and education efforts, and overall
status.
2.2.8Future Recycling Options
At present, the KIB and its contractor do not provide regular weekly recycling collection services
to either residential or commercial customers: only limited subscription service is provided. It is
anticipated that with the adoption of the SWMP, future collection of recyclable materials may be
integrated into the services provided by the contracted waste hauler. The SWMP discusses a
range of recycling and other waste diversion activities that KIB may seek to implement within
the designated contract period beyond those outlined in Section 2.4. Those activities are
described in the following sections of the SWMP:
Section 4.5
Section 5.1.3
Section 5.2.1
Section 5.3
Section 6.4
Section 7, Table 20, Scenario C
As part of their response to this RFP, respondents should describe any resources, expertise, and
background they possess relevant to the recycling and other diversion activities discussed in the
SWMP sections noted above. This information should be included as an appendix to the main
proposal submitted by prospective service providers. Comments on the recycling and other
diversion activities are welcome as well, and may be included in that appendix. Cost estimates
for these services are not being requested at this time. The cost of any recycling services
requested by KIB will be negotiated with the contractor.
The recycling information will be considered in evaluating the proposer’s overall ability to meet
the existing and potential solid waste management service requirements of the KIB. As
portrayed in the SWMP sections noted above, those services could include but are not limited to,
the following:
Regular collection of commingled recyclables (excluding glass) from residential and
commercial customers.
Separate collection of yard waste.
Operation of a composting facility / technology.
10COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
2.2.9Payment and Reporting
Payment for recycling services would be a monthly flat rate. The contractor will be responsible
for monthly invoicing to KIB Engineering/Facilities Department.
Contractor shall provide the KIB with certified scale records indicating the weight of recyclable
materials shipped off the island to market or processor with their monthly invoice. Weight
records shall be in a format acceptable to the KIB to include a print out of each certified scale
entry invoiced. Typical information to be included in an Excel spreadsheet format includes,
but is not limited to: material type, weight, shipping date, shipping manifest number,
shipping manifest, amount paid or received from market or processor, and source of the
recyclable material. Shipping manifest, amount recycled and residual amount disposed of will
be used to verify invoiced amounts.
The contractor shall provide documentation that satisfies KIB and will provide easily
understandable and reproducible forms of backup information that is accurate and minimizes
review time by KIB. The contractor shall provide any additional information to KIB which
maybe reasonable in support of any payment request. Monthly invoices and backup shall be
delivered to KIB no later than the end of the following month and shall be paid within thirty (30)
days from the date of the invoice unless KIB notifies the contractor in writing of its reason
fornot making payment of the sums requested. Invoicing older than 30 days will not be paid by
the KIB. The contractor will be responsible for monthly reporting and disposal of all
residual waste materials not recycled.
Contractor will allow KIB representatives or its agent access to inspect facilities and records
supporting the invoiced amounts during normal operating hours to assure compliance with the
terms of the contract. In order to ensure the integrity of the amounts invoiced to the KIB for
payment, any contractor that provides similar recycling services to other customers will
be required to account for all materials processed. The KIB will reserve the right to inspect
these records used to generate the monthly invoices as well as any other support documents that
validate the claim for payment.
2.3Customer Service
Contractor shall have on-island office staff or service available to accept customer calls and
complaints at all times. Phone lines must be dedicated customer service phone lines with the
contractor’s business name listed as a business in the telephone directory.
2.4Disposal
All waste collected under this contract shall be disposed of at the Kodiak Island Borough
Landfill/Baler Facility. The contractor will be responsible for the payment of all disposal
invoices to the KIB.
2.5Service Invoicing
Invoicing of all customers will be the responsibility of the contractor. The customer will be
invoiced for collection services, waste disposal, container rental, taxes and fees, and any
11COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
additional selected services. All invoices will include service address, coverage of dates
invoiced, and the rate for the customer’s level of service.
Some of the key terms in the Draft Agreement are summarized below. The Draft Agreement
makes reference to a number of Exhibits that are not currently included in the Exhibits to the
Draft Agreement. These Exhibits will be based on the submittals from Proposers and will be
inserted after award of the contract. If there are any discrepancies between this RFP and the
Agreement, the requirements in the Agreement take precedence.
The initial term of the Agreement will be for seven years. At the end of the fifth year, the KIB will
consider extending the initial 7-year term of the Agreement for an additional three-year term. The
maximum term of this agreement will be for 10 years.
The contractor’s rates for solid waste will be adjusted on July 1 in the second full calendar year
of the contract, and each following July 1, based on the change in a cost of living adjustment
formula, including a fuel index and the consumer price index for the Anchorage metropolitan
area (CPI-U). The contractor will pay KIB for disposal of solid waste at the KIB Landfill.
Collection rates will be adjusted each year in accordance with a disposal cost adjustment method.
The Agreement also includes a contingency for acts of God and other uncontrollable
circumstances. Details regarding the calculation of the cost of living adjustment and disposal cost
adjustment formulas are provided in the Draft Agreement.
The KIB will have the right to approve the assignment of the Agreement. Any change in
ownership without prior written approval from the KIB is cause for voiding the agreement.
2.6Borough’s Discretionary Options with Respect to this RFP
KIB may, at its sole discretion:
Issue addenda to the RFP, including extending or revising the time line for submittals,
and modifying the terms of the RFP and/or Draft Agreements.
Withdraw, reissue or modify the RFP and Draft Agreements.
Withdraw the recycling processing and other recycling services part of this RFP (Section
2.2).
Request clarification and/or additional information from any Proposer at any point in the
procurement process.
Arrange site visits of facilities of any or all Proposers for purposes of evaluation.
Negotiate with more than one Proposer simultaneously for the services in this RFP.
12COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
Request Best and Final Offers (BAFOs) from one or more Proposer(s), sequentially or
concurrently, for the services in this RFP and related tasks proposed. It is the Borough’s
intent NOT to solicit BAFOs for the original scope of services. BAFOs may be used to
request additional price clarification for a revised scope of services based on enhancements
proposed by one or more of the Proposers.
Accept a proposal that may not offer the lowest cost but offers the best overall proposal
based on the company’s qualifications, technical proposal, and willingness to accept
contractual terms as well as its rate proposal.
Discontinue negotiations after they are commenced with a selected Proposer, if progress is
unsatisfactory in the sole judgment of the KIB, and commence discussions with another
qualified Proposer.
Execute an Agreement with a Proposer on the basis of the original proposals and/or any
other information submitted by the Proposers during the procurement process.
Reject any or all proposals, waive irregularities in any proposals, accept or reject all or
any part of any proposals, waive any requirements of the RFP, as may be deemed to be in
the best interest of the KIB.
2.7Proposer Responsibilities with Respect to this RFP
Before submitting any proposal in response to this RFP, each Proposer must:
Thoroughly examine this RFP, including all enclosures and the Agreement;
Become familiar with local conditions that may affect cost, progress, performance, or
services described in this RFP, including inspection of the KIB’s terrain, streets and
alleys;
Consider all federal, state and local laws, statutes, ordinances, regulations and other
applicable laws that may affect costs, permitting, progress, performance, or services;
Inform KIB of any conflicts, errors, or discrepancies believed to exist in this RFP;
Agree not to collaborate or discuss with other Proposers the content of any proposal prior
to award, including any proposed rates; and,
At the Proposer’s sole expense, make or obtain any additional examinations,
investigations, studies, or inquiries as may be necessary to obtain such additional
information and data that may affect costs, permitting, progress, performance or
furnishing of the service and that the Proposer deems necessary to prepare its proposal.
2.8Consequence of Submission of Proposal
Each proposal submitted in response to this RFP will constitute a binding representation and
warranty by the Proposer that the Proposer has investigated all aspects of the RFP and its
13COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
proposal; that the Proposer is aware of the applicable facts pertaining to the RFP process; its
procedures and requirements; that the Proposer has read and understands the RFP and has
complied with every requirement; that without exception the proposal is premised upon
performing and furnishing the services and equipment required by this RFP and the Agreement
and such means, methods, techniques, sequences or procedures as may be indicated in or
required by this RFP and the Agreement; and that the RFP is sufficient in scope and detail to
indicate and convey understanding of all terms and conditions for performance and furnishing of
the project.
The submission of a proposal shall not be deemed an agreement between the Proposer and the
Borough. The proposal is a contractual offer by the Proposer to perform services in accordance
with the proposal. Specifically, the following provisions apply:
The KIB shall not be obligated to respond to any proposal submitted nor be bound in any
manner by the submission of a proposal.
Acceptance of a proposal by the KIB obligates the Proposer to enter into good faith
negotiations based on the proposal submitted and ultimately to enter into an Agreement
with the KIB for the performance of the services chosen by the KIB in its sole discretion.
The Agreement shall not be binding or valid unless and until it is executed by the KIB
and the selected Proposer, and any conditions precedent to its effectiveness have been
satisfied.
2.9Proposal Costs
The cost of investigating, preparing and submitting a proposal is the sole responsibility of the
Proposer and shall not be chargeable in any manner to the KIB. The KIB will not reimburse any
Proposer for any costs associated with the preparation and submission of proposals or expenses
incurred in making an oral presentation, participating in an interview, or negotiating an
Agreement with the KIB.
2.10Procurement Schedule
The KIB has set the procurement schedule shown in Figure 2. This schedule may change at the
KIB’s discretion.
Figure 2 - Procurement Schedule
Proposal ProcessMilestone
1. Issue RFP and AgreementWedMarch 15, 2017
2. Proposer comments due to KIBWedApril 12, 2017
3. Issue Final Addenda/revisionsSatApril 22, 2017
7. Proposals DueTueJune 13, 2017
8. Clarifications and InterviewsWedJuly 5, 2017
9. Complete Proposal Review and EvaluationWedJuly 26, 2017
10. Assembly Issue Intent to AwardWedAugust 9, 2017
14COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
Contract Award
1. Commence NegotiationsMonAugust 14, 2017
2. Assembly Award ContractThuOctober 5, 2017
3. Final Agreement executedTueOctober 10, 2017
4. Startup of New ServicesSunJuly 1, 2018
Price Escalation Details
KIB establish new tonnage rateApril 15, 2018
Disposal Cost Adjustment to existing rates in July 1, 2018
effect
Contractor calculate CPI/PPI/new rate sheetsApril 15, 2019
First CPI/PPI adjustment with new tonnage rate July 1, 2019
in effect
2.11Process Integrity Guidelines
These guidelines impose restrictive administrative controls on the procurement process to help
ensure both the reality and the perception of a fair and open process. Each Proposer is
individually and solely responsible for ensuring compliance with the following specific
guidelines. This responsibility extends to the Proposer's employees, agents, consultants,
lobbyists, or other parties or individuals engaged for purposes of developing or supporting the
Proposer's proposal.
1.Conflicts of Interest and Disclosure: Proposers shall comply with all KIB ordinances
and State requirements regarding conflicts of interest and financial disclosure.
2.Forbidding Collusive Activities: Collusive activities among Proposers are expressly
forbidden and will likely result in immediate disqualification of any involved parties. If
two or more Proposers are developing a joint proposal, the joint Proposers must notify
the KIB in writing no later than thirty (30) days prior to the deadline for submission of
proposals. This notification will be kept confidential until after submission of all
Technical and Rate proposals.
3.Forbidding Entertainment, Gifts, Etc.: Each Proposer is separately prohibited under
these guidelines from promotional outreach, hospitality, entertainment, gifts, or other like
activities directed toward KIB staff, elected or appointed officials, or proposal reviewers.
After the KIB issues the RFP, Proposers shall warrant that no such gratuities have or will
be offered or given by the Proposer, or any agent of the Proposer, to any KIB staff,
elected or appointed officials, proposal reviewers, or to a consultant in order to secure the
contract or favorable treatment concerning the RFP process. The Proposer shall disclose
and describe any relationship or arrangement with the KIB or a consultant that could be
deemed inconsistent with these guidelines, or with any state or local laws, prior to the
submission of its proposal.
4.Award Guarantees: Proposers shall list anyone from the KIB or associated with the
KIB, or anyone who has called the contractor to guarantee the contract would be awarded
to them, if a percentage of the contract value were provided to them.
15COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
5.All-inclusive, Written Proposals: Any information and materials to be utilized by the
KIB during the proposal evaluation and selection process must be included as part of the
original Technical and Rate proposals or submitted in response to a specific written
request from the KIB.
6.Only RFP Information: Only KIB-provided information and materials in the RFP and
Addendum, which are provided in writing to all Proposers and are posted on this
project’s portion of the KIB’s website (at http://www.kodiakak.us) are to be utilized in
developing the proposal. Any Proposer's reliance on other information and materials may
result in non-responsive proposals due to inaccurate or incomplete information.
7.Written Inquiries: After the release of the RFP, all RFP-related communication with
the KIB prior to the award of contracts must be in writing to the KIB by email to:
Email:btucker@kodiakak.us
Please include the phrase "Kodiak SW RFP" prominently in the Subject line. Any
questions received will be sent to all Proposers (absent the name of the firm submitting it)
with a response from the KIB. These may be sent as informal clarifications of the RFP
documents, or as formal RFP Addenda.
8.Contact Constraints: Contacting any KIB staff member, Borough elected or appointed
officials, appointees of Assembly to advisory committees, or proposal reviewers will
result in disqualification of the Proposer. This includes disallowing contact through
another person (as a messenger) or former assembly member, contact via any form of
media such as e-mail or telephone, or in person.
9.Disqualification:Any evidence that indicates a Proposer has failed to comply with the
specific Process Integrity Guidelines, or has otherwise substantially diminished the KIB's
ability to award contracts in a timely manner and free of contention, will result in that
Proposer’s disqualification and forfeiture of the Proposer’s proposal bond. The KIB
reserves the sole right to disqualify any Proposer at any point in the process prior to
contract award for failure to comply with this document.
The Process Integrity Guidelines referenced in this section apply to all firms that ultimately
submit a proposal. Any evidence which indicates a Proposer has failed to comply with the
specific Process Integrity Guidelines, or has otherwise substantially diminished the KIB's ability
to award contracts in a timely manner and free of contention, will result in that Proposer's
disqualification.
3.0Background Information
This section includes background information that provides customer information and waste
quantity and disposal information. This data is provided for informational purposes only. The
KIB does not certify the accuracy of the information provided. Proposers should not rely solely
on this section for developing proposals and service costs. Proposers are responsible for an
independent assessment of the KIB’s needs and of the Proposer’s ability to provide services to
meet those needs. The KIB will not be liable for any losses due to the Proposers’ reliance on the
operational information in this RFP.
16COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
3.1Geographic and Demographic Information
There are two political entities on Kodiak Island; the Kodiak Island Borough is the general
government unit for the archipelago known as Kodiak and; the City of Kodiak. Both have a
mayor and legislative body. The Kodiak Island Borough extends over 180 miles by 70 miles with
a total land area of approximately 5000 square miles and encompasses approximately 200
islands. In 1989, additional lands were annexed on the Alaska Peninsula from Cape Douglas to
Wide Bay.
Moderate seasons, cloudy skies, and moderately heavy precipitation characterize climatic
conditions. Average yearly rainfall is 70 inches with an average of 77.5 inches of snowfall.
Wind is a significant presence in the community. Winds average 10-20 miles per hour, and it is
not unusual or uncommon for Kodiak to experience wind gusts exceeding 50 miles per hour.
Kodiak Brown Bears also have a significant presence in the community. Trash day along the roll
cart areas offers a number of opportunities for bears (and other vectors) to get in garbage because
waste that is placed on the curb is in non-bear resistant roll carts. In the areas of the Borough that
do not have curbside pick- up there are roll-off containers being used that are bear resistant.
However, they are not very customer friendly. The KIB’s concern regarding the bear population
in the community, especially for the outlying areas of the Borough on the road system, will need
to be particularly considered by a Proposer. In response, KIB has designated bear aware areas
that require the use of bear resistant containers. In addition, Proposer will be expected to provide
bear-resistant roll carts to elderly customers upon request. The bear aware areas are shown in
Figure 1. Areas requiring bear resistant containers may be adjusted during the term of the
contract should circumstances change.
KIB is authorized to operate as a public utility as defined by AS 42.05.701 (2)(f) for the purpose
of furnishing refuse services under Certificate of Convenience and Necessity No. 222. The KIB
also operates the Class I landfill; the only landfill permitted in Kodiak to accept solid waste for
disposal that serves a population of nearly 13,000. This population is small and stable with
minimal growth forecasted over the next 30 years. Therefore, the solid waste collected and
disposed of is expected to be relatively flat. The KIB provides collection, disposal and recycling
services for residential, commercial, and industrial/institutional needs along the road system
within the City of Kodiak, the Borough beyond the city limits, United States Coast Guard
(USCG) base (disposal only; USCG has their own collection contract) and Port of Kodiak. The
KIB Landfill is operated in accordance with all federal, state, and local regulations and statutory
guidelines.
3.2Residential Solid Waste Collection
Solid waste is generally collected in two methods. Individuals can self-haul their solid waste
directly to the Landfill; however the primary method of collection is by a solid waste collection
company under contract to KIB to collect solid waste from residential, commercial, industrial,
and institutional entities along the regularly maintained public road system connected to the City
of Kodiak. The general area of service extends along the road system from Chiniak, the Rocket
17COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
Launch Facility past Pasagshak to the KIB Landfill. Approximately 3,000 KIB residents are
served by the collections contract. The USCG base maintains a separate and different collection
contract from that of the KIB.
There are two methods of residential collection: 1) non-mandatory curbside pickup within
Kodiak City Limits, and one outlying roll cart area. 2) public rolloffs or dumpsters inside and
outside Kodiak City Limits. Bulky item pick up is available for residential customers as a for-fee
on-call service. Bulky items include water heaters, major appliances, furniture, and similar
household items from residences. Only households within the City of Kodiak and the road
system between the Landfill and Salonie Creek are eligible for the bulky item pick up service.
The contractor hauls and delivers all collected garbage, construction/demolition debris, and
bulky household items to the KIB Landfill. The collection contractor’s trucks are weighed before
emptying MSW loads on the tipping floor.
Billing for solid waste collection fees from residential and commercial customers is the
responsibility of the contractor. The KIB Landfill is operated as an Enterprise Fund; the rates that
the public shall be charged for collection and disposal of garbage are established by the
contractor. The contractor shall establish the rates in accordance with the Draft Agreement,
KIB’s establishment of the per-ton rate for disposal, and any applicable fees and taxes (at this
time, there are no fees or taxes assessed). A portion of the fees collected by the contractor are
returned to the KIB for the per-ton rate that is used to cover operational and disposal costs at the
Landfill.
The current per-ton rate for disposal and collection rate schedules are provided in Appendix B of
this RFP.
3.3Recycling Collections and Processing
Recycling is completely voluntary and includes cardboard, mixed paper, paperboard, newspaper,
plastic #1 & #2, and aluminum cans. There are a finite number of dumpsters available for
cardboard collection; KIB pays the collection contractor for these dumpster rentals and tips.
Currently, cardboard dumpsters are taken to Threshold Recycling, Inc., a non-profit group
partially funded by KIB to manage recycling. The KIB has a contract with Threshold to ship
recyclables off-island.
3.4Current Commercial Solid Waste Collection Service and Amounts Collected
Commercial establishments have three types of services available to them: roll carts (charged at
the residential rate), dumpsters, and roll off containers, at varying sizes and collection frequency.
The KIB is reimbursed for the disposal component of the rate by the actual tons delivered by the
solid waste collection contractor times the per-ton disposal rate established by KIB.
The current KIB solid waste management system is funded from two primary sources: collection
rates charged to residents and businesses plus disposal rates charged at the landfill. The total
commercial customer account count is rather stable at 221. On average, commercial accounts
18COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
are collected a minimum of once per week via a variety of container sizes. The current
commercial collection account details are provided in Appendix B of this RFP as along with the
current per-ton disposal rate and collection rate schedules.
4.0Required Information
This section describes the information that Proposers should include in their proposals for the
procurement process.
Proposers must submit information in sections numbered as follows:
1.Company Profile
2.Management Experience
3.Customer Service
4.References
5.Safety Information
6.Litigation and Regulatory Compliance
7.Technical Proposal
8.Proposed Rates
9.Insurance
10.Exceptions to Contract
Documentation
Instructions on completing the rate proposal forms in Appendix C are included on each of the
forms themselves. The combination of the responses outlined in this section (including the Rate
Proposal Forms in Appendix C) are considered to be the Minimum Content Requirements
Proposers must submit for all proposals. Failure to provide all Minimum Content Requirements
in this section may be grounds for rejection of proposal.
Proposers are required to provide this information in the same order as it is described
below.
Proposers are required to submit 3 copies (1 unbound and 2 bound) of this proposal and
one electronic copy on thumb drive or CD. (Use MS Word or PDF for written technical
proposal and Excel for the rate proposal.) For nationwide firms, responses should pertain
only to the local operating division that will provide service to the KIB.
The Required Information is designed to consider all aspects that will impact the quality and
level of service. Criteria were formulated to consider qualifications, technical, contractual and
financial factors. Selection criteria were intentionally designed to allow smaller haulers to
compete, as the KIB does not wish to limit competition to a few big companies only.
1.Company Profile:
19COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
Proposers shall provide the following information about their firm:
Name of the entity that would sign the agreement if the Proposer is selected
Any other names under which the Proposer does business
Primary contact name and title
Secondary contact name and title
Business office address
Phone numbers
E-mail address and website address (if available)
Address where vehicles and containers would be kept for serving Kodiak
Form of ownership (sole proprietorship, partnership, corporation, etc.)
State of organization/incorporation
Number of years in business
Names and addresses of principals, corporate officers, and individuals with an
ownership interest of greater than 10%
Number of employees
Name of local of union representing the Proposer’s employees (if any)
Name of all entities involved in proposal
Names of all partners in proposal if joint venture
Federal Tax I.D. Number
2.Management Experience:
Proposers should have at least one individual on staff with at least 5 years of experience in the
solid waste collection industry with projects of comparable size and complexity. Designate two
(2) individuals that will serve as the primary and secondary contact persons in the event the
Proposer is awarded the contract. Provide an organization chart that highlights key staff that
would be responsible for providing services to the KIB.
Briefly describe relevant technical experience of individuals highlighted in your organization
chart including at a minimum individuals who would be responsible for one or more of transition
services during startup, daily operations, vehicle repair and maintenance, customer service,
dispatch, and billing. Additionally, proposers should provide the KIB with professional resumes
(including work history) for these individuals. Technical experience with recycling operations
should be highlighted for relevant individuals.
Highlight experience providing comparable service under the direction of at least one other
public agency and a total comparable number of accounts as Kodiak.
3.Customer Service:
Highlight how many phone lines will be available during transition and on-going, and how
quickly calls are answered and responses provided. Provide a description of how customers may
interact with you via your website. Highlight how KIB billing services, customer service and
20COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
dispatch are to be coordinated.
4.References.
Proposers should provide the following information for three (3) customers to whom they
currently provide or have previously provided similar services including at least one public
reference. At least one of the references should include the provision of recycling collection and
processing services.
Jurisdiction / Company name and address
Contact person name and title
Phone and fax number
Length of service
Description of service (i.e., number of customers, services provided, etc.).
References may be contacted by the KIB to evaluate the Proposer’s ability to maintain long-term
relationships with customers and to ensure that cities and or Boroughs are satisfied with the
service received. The KIB may contact other public or private individuals known to have
contracted with the Proposer for additional background information.
5.Safety Information.
The KIB would like to ensure safe and reliable service is provided to Borough residents and
businesses. Proposers should provide the following safety information:
Provide an affirmative statement that the Proposer has not received a citation or failure-
to-abate notice in the last three (3) years from any Occupational Safety and Health
Office. If this is not the case, Proposers should provide an explanation of the
circumstances surrounding any such occurrence.
Provide a copy of the Experience Rating Form used to determine the Proposer’s
experience modification factor (used to calculate the Proposer’s workers compensation
insurance premium).
Please provide a list of any accidents in the past three years in which the Proposer was
involved and in which the personal injury and/or property damage amount exceeded
$10,000.
Has your company experienced a workplace fatality within the past ten (10) years? If so,
describe the circumstances that led to the fatality and actions taken by your firm to
prevent future occurrences.
Does your company have a program in place to discipline workers that perform unsafe
work practices? If so, please provide describe that program.
Does your company hold “tailgate/toolbox” safety meetings? If so, please describe what
they include and how frequently such meetings are held.
6.Litigation and Regulatory Compliance:
The KIB would like to minimize the KIB’s long-term liability and contract administration
burden on staff. To highlight how that will be done, Proposers should provide the following
21COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
documentation related its company, partner or subsidiary in this venture, subcontracted hauler, or
any corporate officer:
1)Highlight the nature of any current or litigation within the past five (5) years that might
have any bearing on the Proposer’s ability to provide service in the Borough.
2)List any liquidated damages, administrative fines, charges or assessments that total Ten
Thousand Dollars ($10,000) or greater during the past five (5) years related to collection
services provided by the Proposer.
3)List any violations of conflict of interest provisions related to collection services provided
by the Proposer.
4)List any convictions of (or plead ‘no contest’ to) any criminal activity, or significant
municipal code violation, within the last 10 years.
5)Document if any company or any corporate officer has voluntarily or involuntarily
declared bankruptcy or has been involved within the past five years in litigation: arising
out of performance of a solid waste or recyclables collection contract or violation of
environmental laws, regulations or permits; arising out of or connected with violation of
state or federal antitrust laws; or arising from or connected with allegation of corrupt
practices.
6)Information about any enforcement actions, order, decree, or notices of violation of any
environmental laws, regulations or permits received by the Proposer or received by local
facilities operated by the Proposer during the past five (5) years. For each violation, if
any, please provide the following information:
The agency that issued the notice of violation.
A description of the violation.
The dollar amount of any fine associated with the violation.
The reason the violation occurred.
The corrective action taken to prevent re-occurrence of the violation and any
measures taken to mitigate the violation.
Proposers should not have:
Incurred any significant adverse regulatory enforcement actions.
Committed any significant breaches of agreements with any governmental agency
or found liable for any conflict of interest violations.
Been convicted of (or plead ‘no contest’ to) any criminal activity, or significant
municipal code violation, within the last 10 years.
The KIB shall determine, in its sole discretion, whether an enforcement action or breach of
agreement is “significant.”
22COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
7.Technical Proposal:
Proposers are requested to provide information to address the following components of the
service to be provided to the KIB. All equipment, and vehicle specifications should provide for
sound, reliable service that satisfies the minimum requirements of the Agreement and
contingencies.
Provide a description of the methods being proposed for solid waste and recyclables collection.
This should include the collection method, number of trucks used, crew size, and service days.
Provide a description of any special equipment that is proposed for solid waste and recyclables
collection. Provide a description of the age and type of vehicles that will be used in the KIB.
Proposer must demonstrate their capabilities to obtain the vehicles needed. Equipment must
meet the technical qualifications detailed in the Draft Agreement, including performance
standards for safety, quality, painting and cleanliness of trucks and storage containers.
Provide a narrative description and schedule that highlights your transition plan, including the
following activities (where applicable):
Account verification
Account transfer, set-up, and billing
Problem resolution resources and procedures telephone systems
Telephone system
Website
Other information technology requirements
Vehicle acquisition
Container removal (where required)
Container procurement, preparation, and delivery (roll carts, dumpsters, roll offs) for
refuse (as needed) and recyclables
A map and description for anticipated changes to days of week service is provided
When and how you will contact customers to introduce your firm and any service
changes
Start of service
For recycling, address the following:
Provide a description of the method(s) being proposed for the processing of
recyclable materials.
Provide a description of the proposed markets or processers that will be utilized in the
execution of this agreement, any special equipment that is proposed for processing, and
the area(s) where materials will be stored prior to shipment off-island.
Provide the address where materials will be processed (facility zoning compliance).
Provide a detailed inventory of equipment, facilities, and human resources needed to
perform the tasks proposed.
List probable subcontractors, along with their inventory of resources (labor, equipment,
other) dedicated to the project.
23COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
The KIB has supported the recycling activities in the past by providing financial and
operational support of this program and expects all Proposers to maintain the current level
of diversion. The Proposer is required to submit a brief plan which demonstrates the ability to
meet quarterly quantity benchmarks. The plan needs to include the proposed recycling
activities such as community and business outreach, recycling services, and expected material
quantities.
8.Rate Proposal:
The Proposer is required to submit a Rate Proposal using the worksheets included in the Excel
file Appendix C - Rate Proposal.xlsx attached as Appendix C. Proposers are required to enter
their proposed unit rates. Proposers should refer to the instructions in the excel file for
completing the forms.
The file will calculate an estimate of the total annual cost for collection and recycling service in a
representative year. This will be the basis for comparing costs among Proposers. When
complete, Proposers should rename the file with your firm name at the end of the file name (e.g.,
Appendix C - Rate Proposal ABC Collection.xlsx), and submit the file on a thumb drive or CD
as part of your submittal.
The Rate Proposal should be consistent with the technical proposal highlighting the services to
be performed. Annual costs should be reasonable and consistent with the technical proposal.
Assumptions used in developing costs should be documented and should be reasonable as well.
9.Insurance:
Proposers should provide evidence of the ability to procure the required insurance described in
the Draft Agreement in Appendix A. Proposers should submit certificates of insurance
demonstrating that they currently carry the types of insurance and levels of coverage described in
the Draft Agreement. Alternatively, Proposers may submit a letter from their insurance broker
that they are able to obtain the types of insurance and levels of coverage described in the Draft
Agreement.
10.Contract Exceptions:
The Draft Agreement in Appendix A is provided to inform Proposers of the KIB’s intentions
regarding the roles, responsibilities, and obligations of the Proposer and the KIB. The KIB is
interested in selecting a contractor that is prepared to agree to the KIB’s terms. Proposers may,
if necessary, take exception to one or more business terms in the Draft Agreement. Any
exception should be accompanied by proposed specific alternative language.
However, the number, and more importantly, the substantive nature of the exceptions will be
compared to those noted by the other Proposers during proposal evaluation. Proposers will rate
higher in this criteria if the exceptions are not significant and are not likely to extend
negotiations, make contract management more difficult, or cause the KIB to incur more cost or
risk. If, in KIB’s sole opinion, the exceptions are significant, the KIB may reject the proposal
24COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
regardless of its other merits and proposed rates. If the KIB chooses to enter into negotiations
with the Proposer, the negotiations on issues of concern to the Proposer will be limited to the
Proposer comments and recommended alternative Agreement language.
5.0Process and Methodology
The details of the RFP submission process and schedule are described below.
5.1Written Questions
Submit written questions and requests for clarification or additional information regarding the
meaning or intent of the RFP content, its process and enclosures to the Borough’s Engineering
Director at btucker@kodiakak.us. The KIB may not be able to respond to questions received
after April 12, 2017. Responses and RFP Addenda will be sent by email to all those who have
expressed interest in this request for proposal that provided the KIB with an email address. All
formal documents of this RFP process will be posted on the Borough’s website at:
http://www.kodiakak.us
Documents posted will include the RFP, Draft Agreement, responses to written questions and
Addenda. Proposers are urged to monitor this website regularly, at least weekly once the RFP
has been released.
5.2Proposal Submission
Submit 1 unbound original and 2 copies of your proposal on recycled paper plus the electronic
copy on thumb drive or CD to the KIB on or before 3:00 p.m. Alaska Time on June 8, 2017.
Proposals should be sealed and marked “Kodiak Solid Waste Collection and Recycling
Proposal.” Sealed proposals should be mailed or delivered (not faxed) to the Kodiak Island
Borough Manager’s office:
Kodiak Island Borough
Office of the Borough Manager
Room 125
710 Mill Bay Road
Kodiak, AK 99615
To the extent allowed by law, the KIB will maintain portions of the proposal documents marked as
“Proprietary” as confidential.
5.3Clarification/Interviews
Proposers may be asked to clarify proposal information; the clarification period will begin after
the proposals are submitted and evaluated. After the evaluation has been completed the top two
or three proposers will be expected to submit written clarifications, if requested.
25COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
5.4Minimum Content Requirements
All proposals should include the following:
1.Cover letter (not exceeding four pages) providing:
Name, address, and telephone, and email of applicant and key contact person.
A written statement warranting that the requirements of the project as described in
this RFP, its enclosures, and all addenda, by listing all addenda and dates received
hereto, have been reviewed and the Proposer has conducted all necessary due
diligence to confirm material facts upon which the proposal is based.
A written statement acknowledging that the terms of both the proposal and the rates
proposed as submitted by Proposer are firm throughout the RFP evaluation and
selection process.
An officer or agent of the Proposer who is duly authorized to bind the Proposer
should sign the cover letter. In signing the cover letter the Proposer agrees that the
terms of both the technical proposal and the rate proposal as submitted by Proposer
are firm for a period of 180 days from the proposal due date.
2.Responses to all information requested in Section 4. Organize your responses into the
components outlined in Section 4 in the specified sections and order specified within each
section. All pages of the proposal should be numbered for reference.
5.5Accuracy in Reporting Requested Information
Information submitted as part of the proposal will be subject to verification. Inaccurate
information or information that is misleading will be, at the KIB’s sole discretion, grounds for
disqualification of a proposal from further consideration. Should the company have been
awarded any Agreement as a result of this RFP; such inaccurate or misleading information will
be, at the KIB’s sole discretion, grounds for default of the Agreement.
5.6Evaluation Procedure
Proposals submitted by the Proposers will be judged through the evaluation process outlined in
this section. It is intended that the selected Proposers will be chosen based on the outcome of
this evaluation. The following evaluation and selection process will be used:
All Proposals received by the submission date indicated in this RFP will be catalogued.
Proposals will be checked for both meeting the Minimum Content Requirements and verification
of accuracy and integrity of information submitted. Proposals will be distributed to the KIB’s
evaluation team for detailed evaluation. Proposer(s) may be asked to attend personal interviews
to discuss their proposals and/or to provide additional information in writing at the KIB’s
request.
Proposals that do not meet the Minimum Content Requirements will not be given further
consideration. Borough Assembly will be notified of all the firms that submitted proposals and
provided a list of all the firms that met the Minimum Content Requirements.
26COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
The evaluation team will then evaluate all the Minimum Content information and assign a rank
to each of the Proposers. The evaluation team will recommend the highest-ranking Proposer(s) to
provide the services considered in this RFP. The evaluation team will also direct the KIB’s
1
consultants to seek Best and Final Offers from Proposers, if desired by the KIB. Once all of
these evaluations are completed, KIB staff will then review recommendations from the
evaluation team and provide the final recommendations to the Borough Assembly for their
consideration in a work session. Borough Assembly will vote on the intent to award the contract,
with that vote anticipated to occur on August 9, 2017, at which time negotiations will commence.
It is anticipated that the Borough Assembly will vote on awarding the contract on October 5,
2017. Information regarding other Proposers and their submittals will be released after contract
award.
The KIB’s position on all the major service and contractual issues are represented in the RFP and
accompanying Agreement. If for any reason during the course of negotiations with the selected
Proposers the KIB determines in its sole discretion that a reasonable Agreement cannot be
awarded, the KIB reserves the right to stop considering the selected Proposer, contact the next
highest ranked qualifying Proposer(s) and consider signing an Agreement with the additional
selected Proposer(s). The KIB further reserves the right to enter simultaneous negotiations with
multiple Proposers if the KIB decides to adjust the proposed Agreement before executing it.
The selected contractor will begin servicing the community on July 1, 2018.
5.7Evaluation and Selection Methodology
The following evaluation criteria are designed to evaluate proposals by considering all aspects of
the Required Information that will impact the quality and level of service. Criteria were
formulated to consider cost, qualifications, safety, technical factors, litigation and regulatory
compliance, and contractual factors of each proposal. Each proposal will be evaluated according
to these six evaluation criteria. In performing the overall evaluation of each proposal, these
criteria will be given the relative weight shown in Table 3.
Table 3 – Relative Weight of Evaluation Criteria
Evaluation CriteriaRelative Weight
Rate Proposal35%
Qualifications and References15%
Safety5%
Technical25%
Litigation, Regulations & Liability5%
Contract Exceptions15%
1
It is the KIB’s intent NOT to solicit BAFOs for the original scope of services. BAFOs may be
used to request additional price clarification for a revised scope of services based on enhancements
proposed by one or more of the Proposers.
27COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
5.8Contract Award
The Contract will be awarded based on best value (as defined by the criteria in Table 3). KIB
reserves the right to award a contract to the lowest responsible bidder whose proposal is the
most responsive to the needs of the KIB.
The winning proposer will be required to submit to the Borough within 60 days after the formal
award the following documentation:
1.Final Transition Plan
2.Customer Complaint Protocol (procedures for addressing customer complaints)
3.Customer Billing Procedures
28COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
APPENDIX A – SAMPLE COMMERCIAL COLLECTION
CONTRACT
This Appendix includes the following items:
Sample Collection Contract to be executed between the Kodiak Island Borough and the selected
contractor.
29COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
APPENDIX B – CURRENT ACCOUNT DATA, PER-TON
DISPOSAL RATE, AND COLLECTION RATES
CURRENT ACCOUNT DATA
As of the end of 2016, the following service levels were in effect:
Residential Customers
Roll-Cart CustomersCount
32 Gallon 416
64 Gallon 726
96 Gallon 474
Customers with Dumpster Service1,371
Total 2,987
Residential Roll-Offs and Dumpsters
There are 19 residential 20 cubic-yard, bear resistant rolloffs in service at the following
locations:
Borough Area LocationCapacity
Helo Pad Spruce Cape Drive 20 Yard
Spruce Cape Spruce Cape Drive 20 Yard
Puffin Drive Puffin Drive 20 Yard
Carroll Way Carroll Way 20 Yard
Sunset Drive Sunset Drive 20 Yard
Three Sisters Three Sisters 20 Yard
Chiniak School Main Street 20 Yard
Department of Transportation DOT20 Yard
PasagshakPasagshak20 Yard
Sharatin Sharatin Drive 20 Yard
ParksideParkside Road 20 Yard
ParksideParkside Road 20 Yard
Russian River Russian Creek Road 20 Yard
SargentSargent Creek Road 20 Yard
SargentSargent Creek Road 20 Yard
Von Scheele Von Scheele 20 Yard
WoodlandWoodland20 Yard
Arctic Tern Arctic Tern 20 Yard
Selief Selief 20 Yard
In addition, two 5 cubic yard bear-resistant dumpsters are located at the intersection of Oak and
Hillside.
30COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
Commercial Dumpsters
The number of commercial front-load containers in service follow. Service frequency ranges
from one to six hauls per week.
Container Size Count
2.0 Cubic Yard 49
2.6 Cubic Yard 45
3.6 Cubic Yard 76
4.0 Cubic Yard 35
5.0 Cubic Yard 27
5.5 Cubic Yard 86
8.0 Cubic Yard 1
4.0 Cubic Yard, bear resistant1
Total 324
Roll-off/Hook Lift
Roll-Off and Hook lift services are provided to customers whose volumes and material cannot be
serviced in a front load container. These customers consist of primarily construction companies
and a few local businesses with 30 Yard Compactors. All residential roll-off containers are
serviced with a hook lift truck. Service is provided for both disposal and recycling. In addition
to the residential rolloffs mentioned above, there are 10 10 cubic yard (cy), 9 15 cy, 6 20 cy, and
6 30 cy containers in service.
PER-TON DISPOSAL RATE
Currently, the KIB Landfill charges $258 per ton for disposal of solid waste. A complete listing
of the rates charged for different materials is available on the KIB website at
http://ak-kodiakisland3.civicplus.com/bids.aspx
COLLECTION RATES
The following rates became effective July 1, 2016.
Residential Roll-Cart and Residential Dumpster/Roll Off Service
Monthly
ServiceRate
32 gallon roll-cart$40.12
64 gallon roll-cart$49.34
96 gallon roll-cart$56.83
Dumpster/Roll Off$58.83
Roll-cart service is provided weekly. Dumpsters/Roll
Off are picked up on an as-needed basis.
31COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
Commercial Dumpster Service
The following rates include the cost of disposal, and were effective as of July 1, 2016.
2 yard2.6 yard3 yard3.6 yard4 yard5 yard5.5 yard6 yard8 yard
1x/week
$251.40$338.40$396.40$467.80$515.40$595.82$636.02$676.23$852.14
2x/week
$502.79$676.80$792.80$935.60$1,038.80$1,191.63$1,272.05$1,352.47$1,704.28
3x/week
$754.19$1,015.20$1,189.20$1,403.40$1,546.19$1,787.45$1,908.07$2,028.70$2,556.42
4x/week
$1,005.58$1,353.59$1,585.60$1,871.20$2,061.59$2,383.26$2,544.10$2,704.93$3,408.56
5x/week
$1,256.98$1,691.99$1,982.00$2,338.99$2,576.99$2,979.08$3,180.12$3,381.17$4,260.70
Commercial Roll Off Service
The following rates exclude the cost of disposal or recycling: customers are billed the actual cost
of disposal or recycling. Rates were effective July 1, 2016.
Rate per
Roll-Off Sizepull
10-20 yard, non compacted$157.70
30-40 yard, non compacted$209.87
10-29 yard, compacted$157.70
30-39 yard, compacted$209.87
Excludes the cost of disposal or recycling,
which is a pass-through.
32COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
APPENDIX C – RATE PROPOSAL FORMS AND CUSTOMER
LIST
This Appendix includes the following items:
Rate Proposal Forms and instructions (in separate attached Excel file, Appendix C – Rate
Proposal.xlsx).
Commercial Customer list from July 2016.
These forms included for this review are for information purposes and contractor input. These
sheets will be required to be completed as part of the Proposal. Forms that are not completed in
full may result in disqualification. However, the purpose of the forms contained herein is not
intended in any way to limit the type, quality or quantity of data and information supplied by the
Proposer.
RATE PROPOSAL INSTRUCTIONS
Proposers Responsibility for Use of Electronic Spreadsheet
To assist Proposers in submitting their rate and cost information, the KIB is providing to each
Proposer the Rate Proposal Forms in electronic format in a Microsoft Excel spreadsheet, titled
Appendix C - Rate Proposal.xlsx. Proposers are required to submit rate proposals using the
electronic spreadsheet on a thumb drive or CD.
The spreadsheet contains formulas and cell references that are consistent with these instructions.
However, it is the Proposers’ responsibility to ensure that the formulas and cell references
function properly. On each of the Forms, Proposers are required to enter information in the
cells highlighted in yellow.
33COLLECTION AND RECYCLING SERVICES RFP | Kodiak Island Borough, AK
AGENDA ITEM #2.c.
Page 155 of 155
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