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2009-04-09 Work SessionKodiak Island Borough Assembly Work Session Thursday, April 9, 2009, 7:30 p.m., Borough Conference Room Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming regular meeting agenda packet and seek or receive information from staff. Although additional items not listed on the work session agenda are discussed when introduced by the Mayor, Assembly, or staff, no formal action is taken at work sessions and items that require formal Assembly action are placed on regular Assembly meeting agenda. Citizen's comments at work sessions are NOT considered part of the official record. Citizen's comments intended for the "official record" should be made at a regular Assembly meeting. CITIZENS' COMMENTS (Limited to Three Minutes per Speaker) AGENDA ITEMS: 1. Kodiak High School FFA Chapter Agricultural Issue Team's Presentation on Fisheries Rationalization 2. Service Area Roads Paving Update and Direction to Staff 3. Joint Discussion with the Solid Waste Advisory Board (SWAB) Regarding the Draft RFP for Solid Waste Collection Services. PACKET REVIEW — None. MANAGER'S COMMENTS CLERK'S COMMENTS MAYOR'S COMMENTS ASSEMBLY MEMBERS COMMENTS GIFFORD — 4/3 -4/19 Personal & Bond Closing BRANSON — 4/22 -4/27 Personal SELBY — 4/16 — Admin Meeting 4/24 -4/27 — AMUJIA & Admin Meetings JAVIER — 4/7 -4/13 Personal & Bond Closing JEFFREY — 4/22 -4/27 Personal STUTES — 4/17 -4/30 Personal FULP — 4/24 -5/3 Personal From: Eisemann, Jane To: Nova Javier; Subject: KHS Forum Presentation Date: Wednesday, March 18, 2009 11:53:34 AM Good Afternoon Nova, The Kodiak High School FFA Chapter Agricultural Issues Team will be competing at the state level in Palmer, late April. This year's topic is Fisheries Rationalization. Part of the National FFA requirements are that State teams must present their topic 5 times to local groups or agencies that are interested in the topic. We are hoping that the Borough Assembly would be willing to observe the presentation (15 minutes) and make comments as well as ask questions. This is a great opportunity for our High School students to become involved in an issue that affects our community. We would be interested in presenting at the work session April 9th, or the General Meeting April 16th. Thank you so much for considering our request. Sincerely, Jane Eisemann Kodiak High School FFA Advisor 7/iizAt 4h.atiti aki 4 -9 -09 DATE: / FROM: Woody Koning, DirecioA- - TO: MB Mayor and Assembly through Rick Gifford, Manager RE: Service Area Road Paving Project Kodiak Island Borough is the recipient of voter approved state bond funds for the rehabilitation and paving of service area roads in the amount of $2,500,000. KIB has a contract with R & M Consulting for planning and design services for this project. The design work is complete and planning level estimates are current. Sharatin Road paving was recently added to the list of options as directed by the Assembly. The attached planning level estimate amounts include construction contingency amounts and estimated soft costs providing total estimated project cost amounts. It is clear that the available funding will not complete all of the work as designed. STAFF RECOMMENDATION: Construct Option 3 and 7 KODIAK ISLAND BOROUGH ENGINEERING/FACILITIES DEPARTMENT MEMORANDUM Paving the main traffic roads including Puffin Dr, Curlew Way, Gull Dr, and Sharatin with a full 3" layer of asphalt is estimated to cost $2,574,844. This scenario would exceed the bond funds available by $74,844. • This scenario is very near "shovel ready" and can be constructed this season, which avoids unknown escalation costs. • Alternate 1 includes sanitary sewer improvements to nine lots at a cost of $31,000 per lot. • Drainage improvements described in Alternate 2 can be constructed at a later date with no impacts to new pavement. • This recommendation requires no assessment district election, which allows for construction this season. rn 00 in r N � co o (zr co v Ir (NJ rtl Q) U Q) ti v N Q c M > CO Q 0 0 L E - .— O_ Q) c > L - -Q E E n co O Q) (r) L r1 (NI c H 1— a) J J C) Q Q > CO cal CU co co co • CCS CL • RS 1 • co . . oo co • co • • • • to . • • a. • el • • CSS cc • • • co CO • • • • CO J O H map SOLID WASTE RFP PROPOSED AMENDMENTS FROM MAYOR SELBY 2.0 Scope of Services (Page 3, last paragraph) The KIB has adopted the following objectives to be included in this RFP, service agreements and /or used as selection criteria (not in priority order): • Ensure safe and reliable service at a competitive price • Provide convenient recycling collection options • Minimize the KIB's contract administration burden on staff Work with the KIB to provide immediate solid waste collections e`c�eilttg- -servi s aoi - work4ogether to develop a better Tong -term solid wastb which would include other collection ethods. F; OM JERROL FRIEND .1 Roll Cart Service (Page 4, first paragraph) Provide a roll cart to every most single - family household for solid waste. Provido a roll cart to most tingle family housohold for solid wasto. In some areas, customers may not be able to utilize cart service due to their specific situation; therefore, proposals for other collection methods for these areas or customers will be considered, the decision of what waste receptacle and /or service will be the decision of the customer and the contractor. Businesses and multi- family dwellings that generate small quantities of waste that opt for a cart will also be serviced. The contractor will label carts with message and use instructions approved by the KIB. Basic operating instructions will be hot stamped onto carts. Carts will be warranted for the full 10 years of service possible under this agreement. FROM PAT SZABO 2.1 Roll Cart Service (Page 4, first paragraph) Provide a roll cart service to most single - family household for solid waste. In some areas, for example outside the City limits or in outlying areas, roll carts may not be the most effective collection method. Therefore, proposals for other collection methods will be considered, for example self - hauling to regional collection centers. Within the area served by roll carts, Some customers may not be able to utilize cart service due to their specific situation; therefore, the decision of what waste receptacle and /or service will be the decision of the customer and the contractor. Businesses and multi - family dwellings that generate small quantities of waste that opt for a cart will also be serviced. Contractor will label carts with message and use instructions approved by the KIB. Basic operating instructions will be hot stamped onto carts. Carts will be warranted for the full 10 years of service possible under this agreement. ;r � q4Cez P- ;n d. v:civa l C v s - 6 m e ►' SOLID WASTE DRAFT RFP PROPOSED AMENDMENTS by ASSEMBLY 4/2/09 2.0 Scope of Services (Page 3, last paragraph) The KIB has adopted the following objectives to be included in this RFP, service a r ements and /or used as selection criteria (not in priority order): • Ensure safe and reliable service at a competitive price • Provide convenient recycling collection options • Minimize the KIB's contract administration burden on staff '- • Work with the KIB to solve solid waste and recycling prob) ms- together -Work with the KIB to provide immediate solid waste collection services and ork together to develop a long -term solid waste system reflecting community goals as outlined in the SWMIJ which may include other collection methods in the future. 2.1 Roll Cart Service (Page 4, first paragraph) Provide a roll cart to most single - family household for solid waste. Some customers may not be able to utilize cart service due to their specific situation; therefore, the decision of what waste receptacle and /or service will be the decision of the customer and the contractor. Businesses and multi - family dwellings that generate small quantities of waste that opt for a cart will also be serviced. ` ? contractor will label carts with message and use instructions approved by the KIB. Basic operating instructions will be hot stamped onto carts. Carts will be warranted for the full 10 years of service possible under this agreement. Amendment Proposed by Assembly Include in the above section language that encourages proposals for other collection methods for areas or customers, for example self - hauling to regional collection centers. Response: The paragraph, as written, refers to individual considerations for people who are unable to roll their cart to the curb (not large area i.e. Woman's Bay). Other collection methods are not "off the table forever ". The plan recommends regional full service collection centers as a future consideration. What we are soliciting now is cost proposals for curbside. We need to be careful not to confuse proposers about what we are asking for now so we receive proposals of the same species so we can compare and score one against the other. Once we have an agreement with a hauler we can work on evolving our system over time. Page 1 of 2 Amendment Proposed by Assembly Include bear information in Section 2 under Scope of Services. Response: The current draft RFP has information regarding bears in Section 3.1; Staff can incorporate the following into this Section where it is more appropriately placed. Section 3.1 — Third paragraph Kodiak Brown Bears also have a significant presence in the community and Kodiak is well known for its population of this large species; this presents a challenge for solid waste collection methods and wildlife management schemes. The current collection method along the road system is not designed to address the bear issue. Trash day along the road system offers a number of opportunities for bears (and other vectors) to get in garbage because waste that is placed on the curb is set out in open cans, bags and in any other manner residents choose to place waste out on the curb. 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. According to the Alaska Department of Fish and Game approximately 20 bears live in the vicinity of the City of Kodiak including Woman's Bay and Monashka Bay. An adult male's peak weight can reach 1500 pounds. Local agencies along with KIB work cooperatively to protect public safety in regards to bear /garbage /human encounters, and the contractor will be expected to join in this effort. Bear resistant containers in some form will be required in areas frequented by Kodiak's bear "neighbors ". It is estimated that there are approximately 1,000 residences that may require a bear resistant roll cart. Page 2 of 2 2.1(a) Roll Cart Service (First paragraph) 2.1(b) Self- Hauling (New section) 4ilto Provide a roll cart for solid waste collection to most single - family households within the City limits. In some areas within the City limits, customers may not be able to utilize cart service due to their specific situation. The decision of what waste receptacle and/or service will be provided for these customers will be the decision of the customer and the contractor. Within the City limits, businesses and multi - family dwellings that generate small quantities of waste and that opt for a cart will also be serviced. Contractor will label carts with message and use instructions approved by the KIB. Basic operating instructions will be hot stamped onto carts. Carts will be warranted for the full 10 years of service possible under the agreement. Outside the City limits, solid waste collection will be by self - hauling to regional drop -off sites maintained by the contractor. Design of drop -off sites will be approved by the KIB. Contractor will provide signs for drop -off sites with message and use instructions approved by KIB. Waste will be collected from drop -off sites on a schedule, approved by KIB, that assures availability of drop -off capacity. From: Tracy L. Mitchell To: Clerks; cc: Rick Gifford; Woody Koning; Subject: SWAB Packet for RFP discussion Date: Friday, March 27, 2009 5:09:24 PM Attachments: Combined Comments.pdf RFP Questions and Answers (3- 25- 09).doc KIB Collection RFP - Draft 3 24 09.doc Good evening, Please distribute to the Assembly. Thanks. Tracy Attached are: 1. The comments received on or before the deadline ( "Combined Comments "). 2. Responses to comments received that were pertinent to the RFP ( "RFP Questions and Answers (3- 25- 09)) ". (Please note that a majority of the comments received pertained to the solid waste management plan and not the RFP.) 3. A revised RFP with the changes in red font ( "KIB Collection RFP — Draft 3 24 09 "). One comment addressed Appendix B; the appendix, with that one revision, is not attached in this email in an effort to minimize its size. However, the change has been made. To: Solid Waste Advisory Board 1 Kodiak Island Borough Assembly From: Jessica Horn RE: Solid Waste Draft RFP I believe that the Solid Waste RFP should include that many Womens Bay residents do not want curbside pick-up and don't believe it will work. This could be included in the background section. The RPF should also specify that bear resistant containers must be used in bear frequented areas and that the containers must meet Fish and Game approval. Instead of the very vague statement in the RFP of: It is estimated that there are approximately 1,000 residences that may require a bear resistant roll cart. Thank you for taking citizen comments into account. Tracy L. Mitchell From: Sent: To: Subject: Hi Tracy, Marion Owen [mygarden©alaska.net] Wednesday, March 11, 2009 4:58 PM Tracy L. Mitchell Comments on [draft} RFP Here are a few notes/comments. I will be out of town from 3/13 to 3/31. Some of my inserts/edits are in CAPS. Cheers, Marion 1. Pg 6 (under General Information) The language in the first paragraph needs to be strengthened to reflect KIBs commitment to diverting waste. Specifically: As part of their response to this RFP, KIB REQUIRES [DELETE: would like] proposers to 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 [DELETE: could be] included as an..." Doing highlightS the KIBs goal as emphasized on pg. 11 in this statement: "In August 2008, the KIB Assembly, with input from the Solid Waste Advisory Board, adopted a system update to include maximum diversion." Besides, if the KIB desires to work with a company to undertake the recycling component, then wouldn't it be logical to learn up front what this company can and cannot do, its experience, etc.? 2. Pg. 17, 2nd paragraph (and elsewhere in document) Delete "future" as in future recycling. Again, this sends the message to proposers that recycling is a back burner issue when in fact it needs to happen NOW. Why delay and drag our feet any longer. Any waste management worth its salt these days better be able to provide a description of their recycling capabilities now. That said, I feel it's important that recycling be added to the list of Required Information (pg 14) 3. Include the need for the proposer to provide--or work cooperatively with the KIB to provide--a part-time position for community relations/education/outreach 4. The term or terminology of Pay As You Throw (PAYT) does not come up, that 1 could find, yet this is a key consideration in changes to the existing system and one that is an integral part of solid waste management plans across North America. Thus, does the person who opts for a 65-gallon container over a 95-gallon container pay less? 5. Transfer stations are a hot topic with board members and public providing input ... 1 would like to see the KIB keep this alive in considerations throughout this process. 1 6. RE: Appendix B, Form B-2, paragraph (c) at the bottom Is the date of July 2009 supposed to be July 2010? 7. Pg. 18, 5.2 Proposal Submission "Submit 1 [THIS NUMBER SHOULD BE SPELLED OUT AS ONE] unbound original and 2 copies of your proposal on recycled paper plus the electronic copy on CD to the KIB on or before 3:00 p.m.... 8. Pg. 4 Shouldn't the carts require attached lids? Sounds silly to us, but you never know. 2 Tracy L. Mitchell From: Karen Lee [kdlee©gci.net] Sent: Thursday, March 12, 2009 12:14 PM To: Tracy L. Mitchell Cc: Nova Javier Subject: Waste desposal To all concerned, After reading the RFD on solid waste management I think it is a great idea except for one huge problem. What about the people who have long steep driveways AND big bear problems. (Woody Koning is one) I have no where to put a cart at the top of my driveway. The one place it would go is used by the grader in the winter to pile up snow. I have four neighbors with similar problems. The Fioentino's drive is close to 300 feet, all hill. Francisco's and Furin's are also 200 to 300 feet long with steep hills. Danelski's is the shortest but is still 150 feet of steep hill. There are also many lots in the Borough with similar problems especially in the Bell's Flats area. How are you going to provide reasonable pick up for us. There is no easy way for me to haul my cart to the top of my drive in winter Much ice..... I can barely make the 200 feet out with four wheel drive... And then there's the problem of where to put it once 1 get it to the top. Sometimes there is a four foot berm of snow where the cart should go. If I leave it up there all the time the plow would make it impossible to get to. The bears are particularly bad in my neighborhood. And I've heard that these carts are like mini feeding zones. Even if the bears can't get into them they will be strewn all over the neighborhood. There is no place to chain my cart down. Do the carts even have the ability to be chained down? So instead of a nice dumpster out at the head of the road now we will have to deal with 17 carts being vandalized. (17 buildings on Parkside) What alternatives will be offered to people in our circumstance? Will we be forced to use carts? Would you be willing to supply locked dumpsters for clusters of neighbors in special situations? These are rhetorical questions. You need not respond. Thanks for your ear, Karen Lee, Parkside Drive 1 Tracy L. MitcheII From: Sent: To: Subject: Attachments: Ms. Tracy Mitchell: Gerard Fernandez [GFernandez@hawkins.com] Thursday, March 12, 2009 12:52 PM Tracy L. Mitchell Kodiak Island Borough, Alaska; RFP for Solid Waste Collection Services firmhistory.pdf Thank you for speaking with me yesterday concerning the RFP for Solid Waste Collection Services for Kodiak Island Borough, Alaska. I appreciate the background information and perspective which you presented to me. As I mentioned, Hawkins Delafield & Wood LLP specializes in serving as Bond Counsel or Underwriter's Counsel with respect to issuers of state, public authorities and municipalities in the financing of public projects e.g. the development and implementation of solid waste, water, wastewater and residuals management projects. We also represent these entities as Contract Counsel with respect to such projects. Hawkins Delafield & Wood LLP is one of the leading bond counsel and underwriters counsel firms in the nation, having broad experience in all areas of public finance. We are the only national firm whose practice is primarily dedicated to public finance matters and public contracts. Please visit our website www.hawkins.com, for additional information. Also attached is a summary of the firm history. In addition, I am sending you, under separate cover, our firm's brochure setting forth a more descriptive summary of our history and qualifications. Please do not hesitate to contact me with any questions. Again thanking you and with all good wishes, 1 am Gerard Fernandez, Jr. Of Counsel Hawkins Delafield & Wood LLP One Chase Manhattan Plaza New York, NY 10005 Phone: (212) 820-9416 Fax: (212) 820-9603 grernandezhawkins.com «firmhistory.pdf» ***************************************************************** IRS CIRCULAR 230 DISCLOSURE. To ensure compliance with requirements imposed by the IRS, we inform you that any U.S. federal tax advice contained in the communication (including any attachments) is not intended or written to be used, and cannot be used, for the purpose of (0 avoiding penalties under the Internal Revenue Code or (ii) promoting, marketing, or recommending to another party any transaction or matter addressed herein. ***************************************************************** 1 Tracy L. Mitchell cindyh©alaska.com on behalf of Cindy Harrington [cindyh@alaskawcomi Saturday, March 14, 2009 2:57 PM Tracy L. Mitchell rick.threshold@gci.net; Barry Altenhof; Laurie Murdock; Marion Owen; Ed Mahoney; Mark Kozak; Chris Lynch; Nick Szabo; Tracy L. Mitchell; Woody Koning Subject: Individual comments RFP Attachments: RFP.Public.Comment.doc From: Sent: To: Cc: Tracy, Please see attached for my personal public comment/questions on the RFP. I assume the SWAB minutes of March lOth will serve as the Board comment. I've cc'd the SWAB as a courtesy. Thanks, Cindy 1 TO: Tracy Mitchell FROM: Cindy Harrington 486-9488 RE: Public Comment: Solid Waste and Recycling Collection Services DRAFT RFP DATE: March 14, 2009 Thank you for the opportunity to comment. In my opinion the RFP is a substantially well-written document that integrates the components of the adopted Solid Waste Plan (P ,Assocites; 6/08). General Comments and Questions: Is it standard industry practice for the request for bids to be for collection of both solid waste and recyclables while leaving the start-up date and scope of services for recyclables undefined? It is stated that recycling/diversion experience and planning are considered in the proposal evaluation although they are not required, but recommended as an appendix (pg.6). I urge that a point system is clearly articulated for evaluators to rate those considerations. Can further recommendation for bidders to include staffing an education and outreach position be included in the RFP, or would this be part of negotiations? Is the intent that the fees TBD (Appendix A; pg. 67) for monthly cart service fees will vary for the size of the cart, assuring a rate based on units of disposal? Clarifications recommended: Page 4; 2.1; paragraph two : "Provide a choice of the size of carts (65 or 96-gal)... default size ... 96-gallon. Appendix A;Pg. 54; Cart Options c;1; "Default residential service: 48 gallon..." Appendix A; Pg. 67; Capacity for Refuse Carts — options listed are 60 and 96-gal. Thank you for your consideration. 1 look forward to working with the SWAB and KIB Assembly to further refine the document for scheduled release. Tracy L. Mitchell From: Rick Gifford Sent: Tuesday, March 17, 2009 11:04 AM To: Tracy L. Mitchell Cc: Woody Koning Subject: FW: Comment for the Solid Waste Plan Comments from Assembly member Fulp. Thanks. Rick Rick Gifford Borough Manager Kodiak Island Borough 710 Mill Bay Road Kodiak, AK 99615 Phone: 907-486-9301 Fax: 907-486-9374 Email: rgiffordkodiakak.us Web site: tittp://www.kodiakak.us Original Message From: jnifulpggci.net [mailto:jnifulp@gci.net] Sent: Monday, March 16, 2009 10:25 PM To: Rick Gifford Subject: Comment for the Solid Waste Plan I would like to see transfer stations, instead of curbside pickup, for solid waste collection and recycling in areas outside of the city limits. I live in Shahafka Circle and we have bears come into our neighborhood every year and they take garbage out of the dumpster and spread it out near the dumpster. A transfer station would work well for areas in Kodiak frequented by bears. Thank you. Judy T. Fulp 907-486-8200 jnifutp@gei.net Sent from my iPhone 1 Tracy L. Mitchell From: Rick Gifford Sent: Tuesday, March 17, 2009 11:05 AM To: Tracy L. Mitchell Cc: Woody Koning Subject: FW: Another comment Additional comments from Assembly member Fulp. Thanks. Rick Rick Gifford Borough Manager Kodiak Island Borough 710 Mill Bay Road Kodiak, AK 99615 Phone: 907-486-9301 Fax: 907-486-9374 Email: rgiffordgkodiakak.us Web site: http://www.kodiakak.us Original Message From: jnifulp@gci.net [mailto:jnifulp@gci.net] Sent: Tuesday, March 17, 2009 11:01 AM To: Rick Gifford Subject: Another comment Please put 6 transfer stations, 4 on the town side of the city and 2 on the base side of the city, Bells Flats, for a cost of $10,000 each-- less than the cost of one garbage truck--in the RFP for bid. And, please make these transfer stations fenced in by 10 foot electric fences with user friendly payment and recycling featured all in site. Thank you. Judy Fulp "niful Yci.net 907-486-8200 Sent from my iPhone 1 VAN DAELE'S BEAR NOTES — KODIAK S.WA.B. MEETING — 18 MARCH 2009 We estimate there are about 20 bears that live in the vicinity of Kodiak city (including suburban areas of Bells Flats and Monashka Bay) — transient bears also come through during late surnmer. Archipelago-wide we have about 3,500 bears. A large male can weigh 1,500 lbs in the fall — a typical adult female weighs about 600 lbs. Denning usually occurs from November to April, and on the north part of the island most bears den in the high country. Being omnivores, bears use a wide variety of foods including roots, grass, kelp, forbs, berries, fish, beach-hoppers, and meat. Kodiak bears have relatively small home ranges and live in those areas most of their lives (up to 35 years). Bears are very intelligent animals and can learn quickly. Although they are relatively predictable, each bear has its own personality and unique way of doing things. Bears that use this area are primarily nocturnal and tolerant of human activities. They normally sleep in dense brushy areas and will remain still as long as they feel hidden. Incidents of bears in this area chasing dogs or people are exceptionally rare. In most encounters the bears either ignore the people/dog or walk the other way. Garbage management is an integral part of bear management and public safety. Bears that have been rewarded by human food/garbage can become destructive in their pursuit of food from houses, sheds, vehicles, or domestic livestock. The urban/suburban Kodiak areas that are most frequently used by bears are: - salmon spawning streams in Bells Flats and Buskin River - brushy areas within Bells Flats - spruce forests in the Monashka area, including Fort Abercrombie Selief Lane areas adjacent to Beaver/Dark/Island Lakes, including Island Lake Creek forested areas behind the college Spruce Cape Bears maintain social hierarchies and are highly motivated by food. These traits can be either an asset or a serious problem when people try to co-exist. The bottom-line is to teach bears that people are dominant, to give them no reason to be attracted to people or our residences, and to give them adequate places to find natural foods and resting places. KPD, AST, ADF&G, USCG MilPol, State Parks, KIB, & Waste Management work closely together throughout the bear season to monitor bear activity and coordinate responses to protect public safety. Responses are geared at training both bears and people to enhance long tem co-existence. COST BEARS CONCERNS ABOUT CURB-SIDE PICKUP - has there been a direct cost comparison between curbside and transfer stations? who will pay the cost of BearSaver carts (est. $200-250 each)? - how will carts be replaced? - "pay as you throw" may promote illegal disposal (Pillar, White Sands, etc.) where do transients and visitors dispose of garbage? PRACTICALITY POSSIBLE SOLUTIONS rolling up and down long, unimproved driveways (esp. when full) curbside locations when snow and ice along road temptation to overfill when you want to minimize pick-up costs - where will recyclables be deposited? BearSaver carts were tested by bears that are smaller than Kodiak bears - if not closed properly, the effectiveness of the carts is compromised bears take carts into brushy areas if they are not chained (Kenai) bears test containers that are left on curb too long (Kenai, Anchorage) once rewarded, bears can become persistent individual carts at residences increases opportunities for foraging bears on the Kenai there were over 40 DLPs last summer (most garbage related) on the Kenai there were 3 serious maulings (most garbage related) - near Kodiak city there were 3 DLPs and no maulings curbside pickup may be practical within city limits and established subdivisions if done properly it could enhance bear safety - strategically placed transfer stations (garbage and recyclables) - enhanced public education to promote recycling and reduction of waste stream Larry Van Daele, Ph.D. Kodiak Area Wildlife Biologist Alaska Department of Fish and Game 211 Mission Road Kodiak, Alaska 99615 USA (907) 486-1876 Co CO .fit E30 =CD 00 0 fa c wwwMr w '" 14.11) r-- 5 0 a) 5 0 —* cp 7 -- , • 0 �..;: 'm ‘CF) „,r- co cp • r- is;;:: photo Tracy L. Mitchell From: Sent: To: Subject: Dear Tracy, Marie Rice 4,87-2589 10746 Bells Flats Road Marie J [mariejrice@gmail.corn} Wednesday, March 18, 2009 9:46 PM Tracy L. Mitchell Transfer Station 1 1 have not been able to be as involved with the Solid Waste planning as I would have liked. Several of us here at Bells Pints have discussed the desire to have a transfer station set up out here and have even brainstormed few sites. About three years ago I visited the impressive Transfer Station at Nakiski. It would be interesting to see since that time the continued success of that program and I will try taking some time to review that. The curb side garbage can system is just not going to work out here. 1 would be inclined to leave the container at the bottom of our long driveway and just carry to it and expect that the bear would also find it an entertainment. I would prefer our present dumpsters to the individual containers. With winter snow it would be a joke to think we could manage that sort of a system. Tracy L. Mitchell From: Marie J [mariejrice©gmail.corn] Sent: Wednesday, March 18, 2009 10:03 PM To: Tracy L. Mitchell Subject: Nakiski Transfer Station Tracy, I did look at the Kenai Borough web site and the following transfer station site. Take a peek. Marie Rice htt •://www.borouth.ke lai.ak.us/So1idWaste/Informational%20Pa esiKenNikStrTF.htm Tracy From Sent: To: Mitchell Good morning Tracy, JeffLewis@fws.gov Thursday, March 19, 2009 10:32 AM Tracy L. Mitchell I was not at the meeting last night, but understand the drive to come up with a better way to handle our trash issues. I am all for me paying for what I generate (my costs would drop) as I'm a one person house hold. Some points I would like to make: the wind is a bigger problem than bears, smaller plastic trash cans getting knocked over during wind storms, and during the winter when bears are not out, the trash is covered by snow till spring, Ravens, Crows, Magpies, Dogs and possibly Eagles are a bigger trash around the roads problem than bears, as they are year round. The large dumpsters when empty are knocked over by winds here, and near these containers the grounds are also covered by trash, very ugly - Correcting how much trash is generated needs to be a priority, I just do not want to see the garbage everywhere and how lazy neighbors are in keeping things clean! for better solutions Jeff Lewis 1 Tracy L. Mitchell From: Laurie Murdock [murdock.laurie@gmail.comi Sent: Thursday, March 19, 2009 11:04 AM To: Tracy L. Mitchell Subject: Recommendation to KIB Laurie Murdock Executive Assistant Senior Citizens of Kodiak, Inc. 1 My recommendation for wording in the RFP is that some of the wording should be stronger. The woulds and coulds should be replaced with stronger language. I also feel that something should be placed in the RFP that states that the KIB is interested in exploring other alternatives, ie, transfer station or other viable alternatives. Thanks TrAry Tracy L. Mitchell From: Sent: To Cc: Subject: Pat Szabo 1819 S elief Lane Pat Szabo [pszabo©gci.net] Thursday, March 19, 2009 2:20 PM Tracy L. Mitchell Nova Javier Comments on RFP for Solid Waste and Recyling Collection Services Comments on RFP for Solid Waste and Recycling Collection Services: I'm in favor of manned transfer stations, rather than curbside pickup, outside City limits. I'm impressed by the presentation of Larry VanDaele, a recognized bear expert, that garbage management and bear management are inextricably linked. Last summer's experience with bears seems a good case in point. There were almost weekly notices of dumpsters being moved/removed because of bears. How much more difficult—if not impossible—would that be if there were hundreds of individual garbage cans to be moved/removed or left in place to attract bears? My understanding from Mr. VanDaele is that bears will haul off the cans and that ultimately no garbage can is bear-proof. As a former resident of the Island Lake area for almost 30 years, I can attest to the fact that non-City residents are accustomed to taking their garbage to another site. I have difficulty imagining where the individual garbage can would be located for our Island Lake house: either at the bottom of a narrow one-lane road that serves our house and two others or on Lilly Drive approximately 600' from our house. I live on Selief Lane, the last house still within City limits, so I understand that I would continue to receive curbside service. But even our house is a questionable site for curbside service. Last summer a bear, initially attracted by a neighbor's garbage, wandered our neighborhood including our yard until it was shot trying to break into my neighbor's house. Also, one of the times that the City fire department responded to flooding and pumped water out of the drainage ditch running parallel to Selief Lane, the culprit was found to be numerous garbage cans that had floated down the ditch and lodged in a culvert to block the flow of water. I was able to see how a manned transfer station works when I visited my mother-in-law in rural North Carolina. The attendant helped my mother-in-law sort her recyclable trash into the appropriate bins and then collected the fee for the bag of non-recyclable garbage that she threw away. In addition to collecting the fee, the attendant made sure that the site was clean and that disposal regulations were followed. Has the Borough done any research on the cost of manned transfer stations? I think it's important to do that before assuming that curbside service with all its problems (and garbage cans that cost $200 or more each is the cost-effective approach. 1 Tracy L. Mitchell From: Sent: To: Subject: March 19, 2009 Janet & Robert Buckingham {kodiakbucks@gmail.corn] Friday, March 20, 2009 9:34 AM baltenhof©gci.net; cindyh©alaska.com: mygarden©alaska.net; rick,threshold©gci.net; herschel©gci.net; builders©ptialaska.net; murdock.laurie©gmail.com; chrislynch©acsalaska.net; Tracy L. Mitchell; deborah.k.darminio©uscg.mil; mkozak@city.kodiak.ak.us; Mary Barber Public Comment on Solid Waste Plan Dear SWAB Board Members, Assembly Members and Mayor Selby: Robert and Janet Buckingham 3305 Peninsula Dr. Kodiak, AK 99615 We are writing with concern about the proposal for curbside pickup. Our concerns are many. Widespread curbside refuse collection on an island where bears are part of our everyday lives is irresponsible. A bear resistant cart doesn't equate to bear proof and it doesn't mean the bears won't continue to be in the neighborhoods trying to get in them. The good smells are just distributed throughout the neighborhood closer to homes as opposed located in one spot away from homes. Expanding the use of garbage cans in our community to outlying areas will only draw more bears to populated areas. Cans would at the very least need to be left out from early morning to after work hours and bears will be there to explore. What happens when children coming home from school to encounter a bear attracted by the smell of dozens of bear resistant garbage cans on neighborhood streets? The result of this plan will surely be more human-bear encounters with potentially dangerous outcomes and more dead bears. There is no scenario in which either of these outcomes is acceptable. We live in the Monashka area and can tell you that in the winter there is no possible way a cart could be rolled down our driveway in two feet of snow or on rutted, bumpy ice. If we were able to get it down the driveway, there's no place to put it because the roads are plowed creating mounds of snow and ice that remain until spring. Additionally, my driveway is flanked by irrigation ditches leaving no place to put the cart even in the summer. My neighbors' driveways are far, far worse than my own involving steep grades. The likely scenario is if a person does manage to get his or her cart to curbside, it will stay there until spring thaw creating unsightly, cluttered neighborhoods and streets. High winds arrive and distribute carts throughout the neighborhood depositing them in the middle of the road creating traffic hazards. And now we are told each household will have two carts, one for recycling and one for garbage, doubling the difficulty, doubling the odor, doubling the clutter, doubling the bear interest, and doubling the expense. And let's not forget increased fuel use, noise and safety hazards created by those giant commercial haulers. I'm sorry, but this whole plan defies common sense. The distribution of bear resistant carts (two per household) would be outrageously expensive. The plan states the cost for these carts is $55 each; however, even a cursory search on the internet shows them at $200-$250 each when purchased in bulk numbers. Add a hauling truck to the expense, along with recycling bins and I'm sure it is no exaggeration that the plan would approach a million dollars to implement. Whether the service provider passes this expense on to customers or customers are required to purchase costly carts, or the 1 borough takes on this expense, it is cost prohibitive in these very trying economic times. Many people in Kodiak are already hanging on by a thread. We hate to voice complaints without offering some alternative solutions. The solutions we offer are pretty simplistic, but nonetheless here they are: Try widespread education first. Honestly, many people probably don't realize how truly easy it is to recycle. Get people excited about recycling, re -use and composting and teach them how to do it. Try offering some kind of reward system for recycling and composting. It doesn't even have to be monetary; just give people a reason to want to do the right thing. In areas currently using garbage cans, impose penalties for those who leave trash out that attract bears. Replace the existing cans with bear resistant cans in those neighborhoods that bears frequent (such as Selief). Offer coupons for low income families who need to dispose of waste. Crack down on construction professionals who dump their waste in community bins. Offer community clean up days and "free dump days" at the landfill three times a year. Make it mandatory that anyone receiving KIB funding be required to have a recycling policy in place and enforce it. Explore the possibility of forming neighborhood recycling groups where people volunteer to pick up recyclables, sort and deliver them to Threshold or to the neighborhood recycling station. On weekends, provide volunteer assistance -- or even paid staffing -- at recycling stations such as Bayside. Create more areas like Bayside. They do not have to be full blown transfer stations to work. Spend money on staffing these stations instead of trucks (that require expensive fuel) and carts; adding jobs strengthens our economy. Give people the option to pay for recycling before forcing curbside pickup on them; I know we would much rather have increased prices related to recycling than carts and trucks in our neighborhood. Before this curbside plan moves any closer to fruition, have a town meeting and make sure everyone knows what it will mean to their quality of life and their bill. Thank you for this opportunity to express our opinion. Robert and Janet Buckingham 2 If illegal dumping is something you want to stop, curbside pickup is not the solution. Most of the junk that is illegally dumped won't fit into curbside carts. You'll still find that stuff out at White Sands, Mill Bay Beach or along any roadside on Kodiak Island. Alternatively, it will be stuffed into the rolling carts so that the lid won't close and any bear resistant qualities vanish. Pay -As- You -Throw (PAYT) is absolutely a great idea. We don't generate a fraction of the garbage that many people do because we recycle and compost. I'd love to see those high -end garbage producers pay for their wasteful ways. Several SWAB members had some excellent ideas about how to pay as you throw. These ideas and more should be explored before anyone incurs the expense of a curbside pickup system. I know that SWAB and the borough are anxious to move forward with the RFPs, but the only proposals you are going to receive are going to be for curbside pickup; no other innovative or less costly proposals are being solicited. I have heard the comment that too much time and money has been put into this plan to abandon it and that alone is reason enough to move forward. Again, this not only defies common sense, it is irresponsible. If one is driving on a road they suddenly find does not take them where they want to be, they turn around and get on the right road. Or, if the road is filled with landmines, they stop driving and find a safe way out. Please don't be afraid to start over. This is the wrong road. It will result in more human -bear encounters, more dead bears, cluttered neighborhoods, and increased collection costs. March 20, 2009 To the Members of the Kodiak Island Borough Solid Waste Committee c/o Kodiak island Borough 710 Mill Bay Road Kodiak, AK 99615 RE: Proposed Solid Waste Removal RFP Via email only Dear Members: Cheryl A. McNeil 2147 Three Sisters Way Kodiak, AK 99615 (907) 486-8415 While I will admit to not following closely the issue to which you have so graciously lent your public service time and efforts, I have only recently come to understand that the RFP, as currently written, would mandate roadside garbage pickup throughout the entire road system surrounding the community of Kodiak. As a resident of Three Sisters Way, I find this approach unrealistic for two reasons: Animal Issues — Many of my neighbors experience consistent bear traffic through their property during spring, summer and fall. At our home, garbage is intentionally kept inside our shop for this very reason. The safety problems this approach causes should be enough to pull the idea off the table. There are articles in the Anchorage Daily News every spring and fall about problems in the Chugiak area where curbside service is mandatory and the problems it causes with bears and people. In addition, many of the dogs in my neighborhood are not bound by fences and freely roam the area and we like that way. Finally, if you have ever driven down Mill Bay Road on garbage day, you can surely understand my concern with birds. We have numerous eagles in our area and they would most certainly have a field day with garbage containers left by the roadside. Geography and Weather — The Monashka Bay area is not your typical neighborhood with nice flat streets and sidewalks. Many properties have long, narrow driveways that would be very difficult to maneuver garbage cans across on a nice day, let alone in the windy, snowy conditions we often face here on the Island. Also, many of the main roads (Three Sisters, Sawmill Circle, Lakeview) are very dangerous in the winter season. I believe this would make scheduled pickup virtually impossible in these areas during the winter. When the sand truck has to back down the road to sand it KIB Solid Waste Committee March 20, 2009 Page 2 because it is so slick, I can't imagine a large garbage truck consistently making its way on these roads in the winter. As a former resident of the City serviced by curbside pickup, there were times we were unable to put out our garbage due to snow left by snow removal equipment. Additional runs were not scheduled to make up for the missed day; that garbage had to wait another week. My years in public service taught me that opposition to a proposed solution doesn't help if you are not willing to offer support for an alternative. I strongly support the establishment of several transfer stations. I have seen these stations in operation in the Lower 48 and believe they offer a good alternative to curbside pickup in the Monashka Bay area. Understanding your desire for a "pay for what you throw" system, if local coffee shops can allow me to prepay for my product and keep track of rny usage, surely a comparable, affordable system can be developed or purchased. I also support a system of fines for those who choose to not comply. Having had the opportunity to observe dumpster areas at U.S.C.G. housing areas and the parking lots at properties owned by the Kodiak Island Housing Authority, it appears that consequences for irresponsible behavior work. Both of the dumpster areas referred to above were in excellent condition because the owner has made it clear to its users that failure to do so has a cost. Thank you for your time and dedication. Contributions by residents such as you help make our community a better place to live. Sincerely, Cheryl A. McNeil 2147 Three Sisters Way Kodiak, AK 99615 (907) 486-8415 1 ■ ■ 1 IA ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ • ■ • L, ■ ■■ • ■ ■ ■ 1 ■ ■ ■ • ■ ■ ■ ■ • ti ■ ■ L t• 5 .� �'4 - 6„ t ti ■ • ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ • • ■ ■ ■ ■ ■ ■ ■ ■ ■ 1 ■ ti • ■ ■ ■ ■ ■ ■ ■ • • ■ ■ �.k ■ ■ • ■ ■ • ■ ■ ti ■ 1 1 ■ ■ Tracy L. Mitchel From: Sent: To: Subject: herschel©gci.net on behalf of Nick Szabo [herschel@gci.net] Friday, March 20, 2009 3:51 PM Tracy L. Mitchell RFP for Solid Waste and Recycling Collection Services Comments The Draft RFP For Solid Waste and Recycling Collection Services needs to be amended to encourage more options for solid waste collection. The present wording limits collection to "Provide a roll cart to every single- family household for solid waste." There is nothing in the RFP that would suggest a transfer station or any rollPrtinn nptinn to potentiAl hiciderq. Dr. Larry Van Dael, who has 28 years managing bears for the Alaska Department of Fish and Game, has testified numerous times that providing curbside collection service to the residential areas outside Kodiak city limits could upset the delicate balance between our local bears and humans. He has recommended strategically placed transfer stations in these outlying areas. His position is also supported by Mark Kozak, Kodiak City Director of Public Works, the Kodiak Unified Bear Subcommittee (KUBS), the Kodiak Fish and Game Advisory Committee and numerous residents in these areas. Besides the bear issues, the roads in the outlying areas are narrow, steep and can be very icy in the winter. Navigating these conditions with a heavily laden garbage truck would be unsafe and present a hazard to not only the driver but residents in the vicinity as well. Many houses in these areas are not situated near a developed roadway, and it would be difficult and cumbersome to stage a heavy roll cart where it could be picked up. The area residents are already accustomed to hauling their own garbage, so a well managed and strategically placed transfer station would be an improvement over the present unsightly dumpster situation and would neither aggravate the local bear conditions nor present unsafe or burdensome demands on the residents. Transfer stations are done in a variety of ways and can be very costly if they are elaborate. The type that we need in our neighborhoods can be quite simple but effective. They should be fenced and have provisions for recycling as well as garbage disposal. In most areas the customer is not charged for recyclable material and is only charged for garbage. An attendant on duty when the station is open is highly desirable. The roll cart collection system recommended by the Bell Solid Waste Management Plan probably works well in many other areas, but Kodiak has some unique conditions where other options may work better. Nick Szabo 1819 Selief Lane and 805 Lilly Drive 1. Mary Barber From: Sent: To: Subject: Tracy L. Mitchell Monday, March 23, 2009 12 :49 PM Mary Barber FW: Collection RFP Comments From: chrislynch ©acsalaska. net [ mailto :chrisl_ynch©acsalaska.net] Sent: Fri 3/20/2009 6:30 PM To: Tracy L. Mitchell Subject: Collection RFP Comments Overall I think the RFP is written concisely and its format resembles other RFP's I have seen. I would make the following general comments. The SWP recommended a Pay as You Throw system for garbage collection. That should be incorporated into this RFP so that proposers may take that in to account when submitting. We have been discussing an outreach position at KIB to help with community education. The new collection contract could include a person from the contractor's side as well to work in tangent with the KIB to help in this endeavor. I think that we need to have stronger recycle language. Proposers "should" submit recycle plans not "could ". There needs to be specific evaluation points so that the evaluation committee is doing an objective review not subjective. Specific Comments Pg. 3, Para. 2, 1st line, typo ...plan cats for future... Pg. 4, 2nd para. - make sure the size carts are consistent throughout all the documents. There is a discrepency between the RFP and the contract. Same page - Is the "Cart Roll -out Plan" part of the proposal evaluation? Pg. 5 &6, language should be stronger - Third line 'should' instead of 'could'. Pg. 15, l st bullet name of local union 'delete extra of. Pg. 21 states the evaluation criteria percentages but does not give direction in what is in each item. This should be more specific so that all evaluators are looking at each proposal in the same light. Solid Waste and Recycling Collection Services RFP Questions & Answers 1. Pg 6 (under General Information) The language in the first paragraph needs to be strengthened to reflect KIBs commitment to diverting waste. Specifically: "As part of their response to this RFP, KIB REQUIRES [DELETE: would like] proposers to 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 [DELETE: could be] included as an..." Doing highlights the KIBs goal as emphasized on pg. 11 in this statement: "In August 2008, the KIB Assembly, with input from the Solid Waste Advisory Board, adopted a system update to include maximum diversion." Besides, if the KIB desires to work with a company to undertake the recycling component, then wouldn't it be logical to learn up front what this company can and cannot do, its experience, etc.? Answer: Agreed, changed per recommendation 2. Pg. 17, 2nd paragraph (and elsewhere in document) Delete "future" as in future recycling. Again, this sends the message to proposers that recycling is a back burner issue when in fact it needs to happen NOW. Why delay and drag our feet any longer. Any waste management worth its salt these days better be able to provide a description of their recycling capabilities now. That said, I feel it's important that recycling be added to the list of Required Information (pg 14) Answer: Added this information requirement to Section 4.0, item number 3. 3. Include the need for the proposer to provide - -or work cooperatively with the KIB to provide - -a part -time position for community relations /education /outreach Answer: This topic of working cooperatively is addressed in the draft collection contract; however, any additional labor to support the education and outreach is a policy decision that will have to be approved by the KIB. 4. The term or terminology of Pay As You Throw (PAYT) does not come up, that I could find, yet this is a key consideration in changes to the existing system and one that is an integral part of solid waste management plans across North America. Thus, does the person who opts for a 65- gallon container over a 95- gallon container pay less? Answer: This was added to the first paragraph of the RFP under general information. Setting collection rates will be the duty of the KIB; therefore, it is assumed through the adoption of the Solid Waste Plan that the rates will be set using an equitable method that will charge all rate payers for the amount of waste disposed. 5. Transfer stations are a hot topic with board members and public providing input ... I would like to see the KIB keep this alive in considerations throughout this process. Answer: This will be a topic that will be addressed once the new contract has been signed because it will be a site specific issue and require the direct input of the hauler and impacted customers. Nothing in the plan precludes the consideration of drop off sites. Page 1 of 3 6. RE: Appendix B, Form B -2, paragraph (c) at the bottom Is the date of July 2009 supposed to be July 2010? Answer: Changed to Spring 2010 7. Pg. 18, 5.2 Proposal Submission "Submit 1 [THIS NUMBER SHOULD BE SPELLED OUT AS ONE] unbound original and 2 copies of your proposal on recycled paper plus the electronic copy on CD to the KIB on or before 3:00 p.m.... Answer: Agreed, changed per recommendation 8. Pg. 4 Shouldn't the carts require attached lids? Sounds silly to us, but you never know. Answer: All carts manufactured for waste collection have an attached lid to the cart. 9. Is it standard industry practice for the request for bids to be for collection of both solid waste and recyclables while leaving the start -up date and scope of services for recyclables undefined? It is stated that recycling /diversion experience and planning are considered in the proposal evaluation although they are not required, but recommended as an appendix (pg.6). I urge that a point system is clearly articulated for evaluators to rate those considerations. Answer: No, this is not standard practice within the industry. With the adoption of the plan, KIB Assembly made the decision to move forward with goal of maximizing diversion by establishing recycling and waste reduction programs simultaneously as the collection services procurement. It is anticipated that the KIB will work in conjunction with the contracted hauler to implement any new recycling and diversion programs. 10. Can further recommendation for bidders to include staffing an education and outreach position be included in the RFP, or would this be part of negotiations? Answer: This would be part of the contract negotiations, dependant on the programs established by the KIB. 11. Is the intent that the fees TBD (Appendix A; pg. 67) for monthly cart service fees will vary for the size of the cart, assuring a rate based on units of disposal? Answer: Yes 12. Clarifications recommended: Page 4; 2.1; paragraph two: "Provide a choice of the size of carts (65 or 96- gal)... default size ... 96- gallon, Appendix A; Pg. 54; Cart Options c;1; "Default residential service: 48 gallon...", Appendix A; Pg. 67; Capacity for Refuse Carts — options listed are 60 and 96 -gal. Answer: The cart sizes will be determined by the KIB and the contractor with several factors impacting the final decision including the collection system, recycling programs, customer counts, cart costs, and resident's input on cart sizes. Page2of3 13. The SWP recommended a Pay as You Throw system for garbage collection. That should be incorporated into this RFP so that proposers may take that in to account when submitting. Answer: This was added to the first paragraph of the RFP under general information 14. We have been discussing an outreach position at KIB to help with community education. The new collection contract could include a person from the contractor's side as well to work in tangent with the KIB to help in this endeavor. Answer: See answer to #3 and #10 15. I think that we need to have stronger recycle language. Proposers "should" submit recycle plans not "could ". Answer: Agreed, changed per recommendation 16. There needs to be specific evaluation points so that the evaluation committee is doing an objective review not subjective. Answer: Agreed, however, there will be some aspects that will be subjective so the utilization of an agreed upon set of grading criteria will be developed with KIB managers prior to the submission of the proposals. 17. Pg. 3, Para. 2, 1st line, typo ...plan cals 'for' future... Answer: Corrected 18. Pg. 4, 2nd para. - make sure the size carts are consistent throughout all the documents. There is a discrepency between the RFP and the contract. Answer: The contract will be trued up once the cart mix has been decided by the KIB. 19. Same page - Is the "Cart Roll -out Plan" part of the proposal evaluation? Answer: It should be since this is a good insight to how the contractor conducts business. 20. Pg. 5 &6, language should be stronger - Third line 'should' instead of 'could'. 21. Pg. 15, 1st bullet : name of local union 'delete extra of'. Answer: Completed 22. Pg. 21 states the evaluation criteria percentages but does not give direction in what is in each item. This should be more specific so that all evaluators are looking at each proposal in the same light. Answer: See prior answer on evaluation of proposals Page3of3 KODIAK ISLAND BOROUGH, ALASKA REQUEST FOR PROPOSALS FOR SOLID WASTE AND RECYCLING COLLECTION SERVICES February March 2009 For More Information Contact: Kodiak Island Borough 710 Mill Bay Road Kodiak, AK 99615 Phone: 907 - 486 -9348 (until RFP is released) By Fax or Email Only after RFP is Released: 907 - 486 -9394 or tmitchell @kodiakak.us SOLID WASTE AND RECYCLING RFP 1 Kodiak Island Borough, AK KODIAK ISLAND BOROUGH RFP FOR SOLID WASTE AND RECYCLING COLLECTION SERVICES TABLE OF CONTENTS Contents Page SOLID WASTE AND RECYCLING 2 COLLECTION SERVICES 2 1.0 General Information 3 2.0 Scope of Services 3 2.1 Roll Cart Service 4 2.2 Front Load Container Service 4 2.3 Drop Box Service 5 2.4 Recycling Collection Proposal Alternatives 5 2.5 Customer Service 6 2.6 Disposal 6 2.7 Service Invoicing 6 2.9 Borough's Options 7 2.10 Proposer Responsibilities 8 2.11 Consequence of Submission of Proposal 8 2.12 Proposal Costs 9 2.13 Procurement Schedule 9 2.14 Process Integrity Guidelines 9 3.0 Background 11 3.1 Geographic and Demographic Information 11 3.2 Residential Solid Waste Collection 12 3.3 Recycling Collections and Processing 13 3.4 Current Commercial Collection Service and Amounts Collected 13 4.0 Required Information 14 5.0 Proposal Process 18 5.1 Written Questions 18 5.2 Proposal Submission 18 5.3 Clarification/Interviews 19 5.4 Minimum Content Requirements 19 5.5 Accuracy in Reporting Requested Information 19 5.6 Evaluation Procedure 20 5.7 Evaluation and Selection Methodology 21 5.8 Contract Award 21 APPENDIX A - SAMPLE COMMERCIAL COLLECTION AGREEMENT 22 APPENDIX B — COST PROPOSAL FORMS, CUSTOMER LIST, AND RATE PROTOCOLS 23 APPENDIX C — CURRENT CONTRACTOR REIMBURSEMENT SCHEDULE AND COLLECTION RATES 24 SOLID WASTE AND RECYCLING RFP I Kodiak Island Borough, AK 1.0 General Information The Kodiak Island Borough (KIB) is seeking a qualified contractor to provide solid waste collection services after the expiration of the Borough's existing collection contract. The KIB will be exercising the one year optional extension remaining on the Borough's existing contract. The KIB plans to execute a new 7 -10 year service agreement by August 31, 2009. In conjunction with the procurement of collection services, the KIB has developed a Solid Waste Management Plan (Plan). The Plan details the proposed Pay-As- You -Throw collection system, 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 PLAN PRIOR TO THE SUBMISSION OF THEIR PROPOSAL. The Plan can be accessed at the Borough's website (www.kodiakak.us). Proposals will be due on Friday, July 17, 2009. The Request for Proposals (RFP), Draft Agreement, and any Addenda will be posted on the Borough's website. The Plan calls for futufe collection of recycling; 2.0 Scope of Services • Ensure safe and reliable service at a competitive price • Provide convenient recycling collection options • Minimize the KIB's contract administration burden on staff • Work with the KIB to solve solid waste and recycling problems together COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK The MB retains the right to change the scope of services with the addition of recycling collection that is compatible with the selected contractor and KIB's recycling goals. 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 Project Manager, Tracy Mitchell at tmitchellAkodiakak.us or fax her at 907 -486 -9394 to have a copy forwarded to you in a compatible format for your computer. 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 MB will post 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 Ms. Mitchell at tmitchell@kodiakak.us to submit the appropriate form to make sure that you are fully involved in this process. The MB has adopted the following objectives to be included in this RFP, service agreements and/or used as selection criteria (not in priority order): Below is a summary of the scope of services. These services are more fully described in the Draft Agreement 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. 2.1 Roll Cart Service • . - .. , .. . - • . - - - ' : . ; • .Provide a roll cart to most single- family household for solid waste. Some customers may not be able to utilize cart service due to their specific situation; therefore, the decision of what waste receptacle and /or service will be the decision of the customer and the contractor. Businesses and multi - family dwellings that generate small quantities of waste that opt for a cart will also be serviced. Contractor will label carts with message and use instructions approved by the KIB. Basic operating instructions will be hot stamped onto carts. Carts will be warranted for the full 10 years of service possible under this agreement. Provide a choice of the size of carts (65 or 96 -gal) to enable residents and businesses to choose the level of service most appropriate for their situation. The KIB will survey residents and businesses in utility bills regarding the size of carts they would like, after the selection of Contractor(s) and setting of rates. Proposers will submit a "Cart Roll -out Plan" that provides details on the tasks and timing involved in distributing the new carts to residents and businesses. Include in the Cart Rollout Plan samples of packet information to be provided with carts when distributed. The default size Carts for those not selecting size and number of Carts will be a 96- gallon Cart. Residents will have a one -time option during the first six months to exchange the cart initially selected for a different size cart (smaller or larger), and pay according to the rate schedule for the different size carts. Residents will also be allowed to change their cart size at no charge once per year. If residents want to change more frequently, they will be charged a $20 exchange fee for this service. 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 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. Garbage will be collected weekly. Routing of collection vehicles should be done to use existing route days within the City limits and to establish route days for the remaining Borough, unless Proposers indicate otherwise. A map of the existing refuse route days is posted on the Borough's website. 2.2 Front Load Container 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). NM COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK The contractor shall pay the cost of procuring and providing containers for the collection of garbage. Commercial customers shall be offered a full range of front load containers including two (2) through eight (8) cubic yard non - compacted detachable containers. 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. 2.3 Drop Box Service The contractor shall provide drop -box container and/or compactor collection services to commercial and occasional residential customers, in accordance with the service level selected by the customer. The contractor shall pay the cost of procuring and providing drop box containers. Both customer - owned and contractor -owned drop -box containers shall be serviced, including customer -owned compactors. The contractor is not required to service customer containers that are not compatible with the contractor's equipment. The contractor shall maintain a sufficient drop -box container inventory 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 delivering empty and collecting full drop -box containers 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. 2.4 Recycling Collection Proposal Alternatives At present, the KIB does not provide recycling collection services to either residential or commercial customers. It is anticipated that with the adoption of the SW Plan, future collection of recyclable materials will be integrated into the services provided by the contracted waste hauler. The Borough offers limited services on a yearly contract with Threshold Recycling Services, Inc. located on Von Scheele Way in Kodiak. This RFP has requested information and costs from proposers regarding collection of residential and commercial refuse, based on the approaches for these services as contained in the KIB Solid Waste Management Plan (SWMP). The SWMP also discusses a range of recycling and other waste diversion activities that KIB may seek to implement within the designated contract period. Those activities are described in the following sections of the SWMP: Section 4.5 Section 5.1.3 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK As part of their response to this RFP, KIB would like requires proposers to 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 could 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. No cost estimates are being requested at this time. However, the information will be considered in evaluating the proposer's overall ability to meet the existing and potential solid waste management service requirements of the MB. As portrayed in the SWMP sections noted above, those services could include but are not limited to, the following: f. Section 5.2.1 Section 5.3 Section 6.4 Section 6.7 Section 7, Table 20, Scenario C Collection of commingled recyclables (excluding glass) from residential and commercial sources. Processing and marketing of recyclables, including operation of a materials recovery facility (MRF). Separate collection of yard waste. Operation of a composting facility / technology. Cooperation and coordination with KIB in diversion program promotion, education, and outreach. Cooperation and coordination with KIB in assisting commercial generators set up and carry out recovery and storage procedures for recyclables. Cooperation and coordination with MB in creating, producing, and distributing promotion, education, and outreach materials. 2.5 Customer Service Contractor shall have 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. 2.6 Disposal All waste collected under this contract shall be disposed of at the Kodiak Island Borough Landfill. The contractor will be responsible for the payment of all disposal invoices to the KIB. 2.7 Service 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 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 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK 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 Agreements 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 3 additional years. If the KIB decides NOT to extend the agreement, this will provide enough time for the MB to evaluate alternatives, redesign its system, conduct a new procurement and have enough time for a smooth transition to a new system thereafter. The maximum term of this agreement will be for 10 years. The hauler's rates for solid waste will be adjusted every year, beginning the second year of the agreement 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). Details are provided in the Draft Agreement. In addition, the Agreement includes a contingency for acts of God and other uncontrollable circumstances. The MB will have the right to approve the assignment of the Agreement. Any change in ownership without prior written approval from the MB is cause for voiding the agreement. 2.9 Borough's Options The MB may, at its sole option: • 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. • 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 to evaluate those. • At its sole discretion, negotiate with more than one Proposer simultaneously for the services in this RFP. • At its sole discretion, 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 cost proposal. 7 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK • Discontinue negotiations after commencing negotiations 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. 2.10 Proposer Responsibilities It is the responsibility of each Proposer to do the following before submitting the proposal: • Examine this RFP, including all enclosures and the Agreement, thoroughly. • 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. • Clarify, with the KIB, any conflicts, errors, or discrepancies in this RFP. • Agree not to collaborate or discuss with other Proposers the content of the proposal or the rates proposed. Before submitting a proposal, each Proposer will, at the Proposer's own expense, make or obtain any additional examinations, investigations, and studies, and obtain any 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. 2.11 Consequence of Submission of Proposal The submission of a proposal will constitute a binding representation and warranty by the Proposer that the Proposer has investigated all aspects of the RFP and its 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 8 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK 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. 2.12 Proposal 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. 2.13 Procurement Schedule The MB has set the procurement schedule shown in Figure 1. This schedule may change at the KIB's discretion. Figure 1 - Procurement Schedule Task Milestone 1. Submit Draft RFP and Agreement to Potential Contractors February 27, 2009 (Public distribution) 2. Contractors comments due to MB March 20, 2009 3. 2 Draft RFP and 2 Draft Agreement to KIB April 9, 2009 (internal MB review only) 4. MB comments to Project Team April 24, 2009 5. Collection RFP and Contract finalized May 15, 2009 6. Issue Final Version of RFP May 22, 2009 7. Proposals Due July 17, 2009 8. Evaluate & Review, Proposals July 20 -24, 2009 Contract Award 1. Assembly Award Contract 2. Final Agreement executed 3. Startup of New Services 2.14 Process 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 MB ordinances and State requirements regarding conflicts of interest and financial disclosure. 2. Forbidding Collusive Activities: Collusive activities among Proposers are expressly COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK August 13, 2009 Sept 11, 2009 July 1, 2010 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 Cost 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. 5. A11- 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 Cost 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 fax or email to: Fax: (907) 486 -9394 Email: tmitchell @kodiakak.us 8. For emails, please include the letters "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. 9. 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 e -mail, by telephone or in person. 10. 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 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK 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. 3.0 Background 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. In 2007, the KIB retained Bell & Associates, Inc. (BAI) to work with Borough staff in evaluating the current solid waste management practices and to assist in the procurement of collection services. In June 2008, BAI submitted to the KIB the draft Solid Waste Management Plan that details the current conditions and system recommendations. In August 2008, the KIB Assembly, with input from the Solid Waste Advisory Board, adopted a system update to include maximum diversion. The full plan is available for review and reference on the Borough's website (www.kodiakak.us). 3.1 Geographic 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. The current collection method along the road system is not designed to address the bear issue. Trash day along the road system offers a number of opportunities for bears (and other vectors) to get in garbage because waste that is placed on the curb is set out in open cans, bags and in any other manner residents choose to place waste out on the curb. 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 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK 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. It is estimated that there are approximately 1,000 residences that may require a bear resistant roll cart. 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. 3.2 Residential 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 Launch Facility past Pasagshak to the KIB Landfill/Baler Facility. 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 2) public dumpsters inside and outside Kodiak City Limits. The Contractor provides all dumpsters for residential and commercial use. Once each month bulky item pick up is available for residential customers. 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, some construction/demolition debris, and bulky household items to the KIB Landfill /Baler Facility. The collection contractor's trucks are weighed before emptying MSW loads on the tipping floor, but the Contractor is not charged for this weight. Billing for solid waste collection fees from residential and commercial customers are presently the responsibility of KIB. It is the responsibility of the contractor to provide the necessary documentation for KIB to invoice the commercial customers. The KIB Landfill is operated as an Enterprise Fund; and KIB establishes the rates that the public shall be charged for collection and 12 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK disposal of garbage. A portion of the fees collected is retained by KIB to cover operational and disposal costs at the Landfill. The current contractor reimbursement schedule and rate schedule are located in Appendix C of this RFP. 3.3 Recycling 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. 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. 3.4 Current Commercial Collection Service and Amounts Collected Commercial establishments have three types of services available to them which are based in part on the KIB Code, business type, and location. 1) Commercial home, for those who have a home business; 2) commercial can service for those entities not located within a home, do not require dumpster service, or do not have curbside pick -up available to them and; 3) commercial dumpster service. There are varying sizes of dumpsters available to commercial entities which utilize this service. The size of the dumpster determines what KIB pays the solid waste collections contractor for rental and tips. 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 494. On average, commercial accounts are collected a minimum of once per week via a variety of container sizes. The current commercial collection account details are provided in Appendix C of this RFP as well as the current contractor reimbursement schedule and rate schedule. 13 COLLECTION SERVICES RFP I Kodiak Island Borough, AK 4.0 Required Information This section describes the information that Proposers should include in their proposals for the procurement process. Proposers must submit: 1. Company Profile 2. Management Experience 2.3. Recycling Experience 3.4. Customer Service 4.5. References 5.6. Safety Information 6.7. Litigation and Regulatory Compliance 7.8. Technical Proposal 8.9. Proposed Rates 9.10. Insurance 10.1 1. Exceptions to Contract Documentation (Due Date: July 17, 2009) Instructions on completing the rate proposal forms in Appendix B are included on each of the forms themselves. The combination of the responses outlined in this section and the Cost Proposal Forms in Appendix B 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 CD. (Use MS Word or PDF for written technical proposal and Excel for the cost proposal.) For nationwide firms, responses should pertain only to the local operating division that will provide service to the MB. 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 want to limit competition to a few big companies. 1. Company Profile: 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 and fax 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 14 COLLECTION SERVICES RFP Kodiak Island Borough, AK l5 ❑ 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 LI 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. Proposers should designate two (2) individuals that will serve as the primary and secondary contact persons in the event the Proposer is awarded the contract. Briefly describe relevant technical experience of all the individuals with the specialized knowledge and background indicated above, and their background in customer service. Highlight experience providing comparable service under the direction of at least one other public agency and a total comparable number of accounts as Kodiak. Additionally, proposers should provide the MB with professional resumes (including work history) for these individuals. 3. Recycling Experience: Briefly describe relevant qualifications and experience of the company, principal individuals with specialized knowledge and background in recycling collection. processing. and marketing. Summarize and overall approach and highlight how your company's experience will benefit the KIB. 1 3.4.Customer Service: Highlight how many phone lines will be available during transition and on- going, and how quickly calls are answered and responses provided. Highlight how MB billing services, customer service and dispatch are to be coordinated. 1 4.5.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. ❑ 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 MB to evaluate the Proposer's ability to maintain long -term relationships with customers and to ensure that cities 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. COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK 5.6. 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. ❑ 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. 6.7. 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 highlight the nature of any current or previous litigation that might have any bearing on the Proposer's ability to provide service in the Borough. Proposers should highlight if they have complied with federal, state and local environmental regulations. Proposers should provide information about any notices of violations of environmental laws received by the Proposer or received by the local facilities operated by the Proposer. 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." Proposer must indicate whether 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. COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK Proposer must indicate whether any company, partner or subsidiary in this venture, subcontracted hauler, or any corporate officer, has been notified of or been the subject of any enforcement action, order, decree, or notice of violation of any environmental laws, regulations or permits. Fully explain all affirmative answers. Provide details of any past or pending litigation against the Proposer or its parent company or joint venture company(ies) by a governmental entity contracting with the Proposer or its parent for services relating to waste management, or against such a governmental entity by the Proposer or its parent company or joint venture company(ies). 7.8. Technical Proposal: Proposers are requested to provide information to address the following components of the service to be provided to the MB. The proposed containers, equipment, and vehicle specifications should provide for sound, reliable service, the minimum requirements of the Agreement and contingencies. Provide a description of the methods being proposed for solid waste and future 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 future recyclables collection. Provide a description of the age and type of vehicles that will be used in the MB. 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. 8.9. Rate Proposal: The Proposer is required to submit a Rate Proposal using the forms in Appendix B in as complete a form as possible. Proposers are required to enter their proposed unit rate. Proposers should refer to the instructions in Appendix B for completing the forms. The cost competitiveness of the proposals will be evaluated by considering the estimated annual rate revenue on Form B in relation to the other Proposers. Proposers should enter data only in the red squares on the active worksheets provided to them. The total annual costs for the different services over the life of the base contract (7 years) will be the basis for comparing Proposer costs. Proposers should submit hard copies of these worksheets with proposal and an electronic copy too. 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 reasonable as well. 9.10. 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 17 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK that they are able to obtain the types of insurance and levels of coverage described in the Draft Agreement. 10.1l. 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 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. 5.0 Proposal Process The details of the RFP submission process and schedule are described below. All collection companies that are considering submitting a proposal are urged to submit an Expressions of Interest (EOI) form by May 22, 2009. Those should be submitted to the Borough's Project Manager at tmitchell @kodiakak.us. Submittal of an EOI will ensure that all addenda and additional information released by the KIB is sent to Proposers correctly. However, EOIs will be accepted until the closing of the proposal period, 3:00 p.m. (AK Standard Time) on July 17, 2009. 5.1 Written 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 Project Manager at tmitchell @kodiakak.us. The KIB may not be able to respond to questions received after July 10, 2009. Responses and RFP Addenda will be sent by email to all those who have expressed interest in this Contract that provided the MB with an email address. All formal documents of this RFP process will be posted on the Borough's website at: including 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. 5.2 Proposal Submission Submit 1 (one) unbound original and 2 (two) copies of your proposal on recycled paper plus the electronic copy on CD to the KIB on or before 3:00 p.m. Alaska Time on July 17, 2009. 18 http: / /www.kodiakak.us COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK Proposals should be sealed and marked "Kodiak Solid Waste Collection Proposal." Sealed proposals should be mailed or delivered (not faxed) to the Kodiak Island Borough Manager's office: To the extent allowed by law, the KIB will maintain portions of the proposal documents marked as "Proprietary" as confidential. 5.3 Clarification/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. 5.4 Minimum Content Requirements All proposals should include the following: 1. Cover letter (not exceeding four pages) providing: • Name, address, and telephone, fax number 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 so that all requested information can be readily found. All pages of the proposal should be numbered for reference. 5.5 Accuracy 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. 19 Kodiak Island Borough Office of the Borough Manager Room 125 710 Mill Bay Road Kodiak, AK 99615 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK 5.6 Evaluation 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 as 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 be returned to the Proposer and 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. 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 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 on August 13, 2009. Borough Assembly will vote on the final award of the contract on August 20, 2009. 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 Contractors will begin servicing the community on July 1, 2010. 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. 20 COLLECTION SERVICES RFP Kodiak Island Borough, AK Evaluation Criteria Relative \\ eight Rate Proposal 50% Qualifications 15% References 5% Safety 5% Technical 15% Litigation, Regulations & Liability 5% Contract Exceptions 5% 5.7 Evaluation 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, technical, community involvement, litigation and regulatory compliance, financial and contractual factors of each proposal. Each proposal will be evaluated according to these seven 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 5.8 Contract Award The winning proposer will be required to submit to the Borough within 60 days after the formal award the following documentation: 1. Transition Plan 2. Customer Billing Procedures COLLECTION SERVICES RFP I Kodiak Island Borough, AK APPENDIX A - SAMPLE COMMERCIAL COLLECTION AGREEMENT This Appendix includes the following items: Sample Collection Agreement to be executed between the Kodiak Island Borough and the selected Contractor. COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK APPENDIX B - COST PROPOSAL FORMS, CUSTOMER LIST, AND RATE PROTOCOLS This Appendix includes the following items: Rate and Cost Proposal Forms and instructions (in separate attached Excel file) Commercial Customer list from January 2009 Rate Adjustment Protocol for Cart, Container, and Drop Box Service 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. FORM B - RATE AND COST PROPOSAL INSTRUCTIONS Proposers Responsibility for Use of Electronic Spreadsheet assist Proposers in submitting their rate and cost information, the KIB is providing to each Proposer the Rate and Cost Proposal Forms in electronic format in a Microsoft Excel spreadsheet. [NOTE: RATE AND COST FORMS ARE IN SEPARATE EXCEL FILE]. Proposers are not required to use the electronic spreadsheet; however, it is recommended that they do so. 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 outlined in red. If the electronic spreadsheet is used, the Proposers should only submit hard copies of the Service Fee Proposal Forms and not submit the electronic spreadsheet file with their proposal. COLLECTION SERVICES RFP !Kodiak Island Borough, AK APPENDIX C - CURRENT CONTRACTOR REIMBURSEMENT SCHEDULE AND COLLECTION RATES ?4 COLLECTION SERVICES RFP 1 Kodiak Island Borough, AK tii\a't YtiA.- ) j n- P Iv\ 4co be_r) 41 > -r ' ti 4 , : , E imer k\ • K '. a est e€ (Oa ‘,cr p ,, .V r� D / �7 ic ; gc KODIAK ISLAND BOROUGH ASSEMBLY WORK SESSION Work Session of: e f;ice q Please PRINT your name Please PRINT