Title
An Ordinance approving the award of RFP No. 2018-066 for Waste Removal and Recycling Services to WCA of Missouri, LLC based on the attached proposal composite score sheet and authorizing the City Manager to enter into and execute an Agreement No. 2018-066 for the same by and on behalf of the City of Lee's Summit Missouri. (F&BC 10-1-18)
Body
Issue/Request:
An Ordinance approving the award of RFP No. 2018-066 for Waste Removal and Recycling Services to WCA of Missouri, LLC based on the attached proposal composite score sheet and authorizing the City Manager to enter into and execute an Agreement No. 2018-066 for the same by and on behalf of the City of Lee's Summit Missouri.
Key Issues:
The City's current contract (No. 2017-014) for waste removal and recycling services is set to expire on October 30, 2018.
The Procurement and Contract Services Division solicited Request for Proposals (RFP) No. 2018-066 for waste removal and recycling services via its e-bidding service Public Purchase. A preliminary hauler's meeting was held, per the request of City Council last year so as to attempt to foster more responses, and also to give licensed haulers an opportunity to provide feedback and suggestions for the new Proposal that was soon to be issued. Representatives from four (4) different firms attended the preliminary hauler's meeting.
A pre-proposal conference was also held prior to the RFP closing date at which haulers were able to ask questions or request clarification on the RFP 2018-066. Representatives from three (3) different firms attended the Pre-Proposal Conference.
Forty-eight (48) potential respondents were notified of the RFP via the City's e-bidding service, Public Purchase. The advertisement for the RFP was also posted on the City's website. The RFP was also sent directly to each of the 32 potential respondents of which primarily from the City of Lee's Summit's licensed haulers list at the time. Note: Many of the City's licensed haulers are also already registered on Public Purchase, and therefore included in the Public Purchase Notification total of forty-eight (48).
Public Purchase Records show that 32 potential firms reviewed the online documents for RFP 2018-066.
Upon close of the RFP, April 6, 2018, the Procurement and Contract Services Division received four (4) responses. The evaluation committee, comprised of four (4) City staff members, including Christal Weber, David Dean, Ron Johnson and Bradd Gartin, reviewed and scored the proposals received and WCA of Missouri, LLC was the top ranked firm. The overall composite score-sheets are attached.
The pricing reflected in WCA of Missouri's response to RFP No. 2018-066 was higher than the City's current Contract (No. 2017-014). The City's current contract for the same services had a combined annual total of $43, 579.94. The City's current contract was awarded via a Bid Solicitation as opposed to this year's RFP Solicitation for the purpose of being able to negotiate and score by a Committee.
Pricing for this RFP 2018-066 was worth 40% of the score ranking for proposals received. Two (2) phases of negotiations with WCA of Missouri, LLC were held in attempts to lower the cost originally proposed and yielded success. Upon finalizing of negotiations, the final annual cost for the City of Lee's Summit Department Waste and Recycling and Downtown area is $56,197.45 (Dept. Waste=$25,453.76, Dept. Recycling=$9,595.97, Downtown Waste=$18,289.92 and Downtown Recycling=$2,857.80).
In addition to this pricing, the initial term of the Agreement shall be for three (3) years from November 1, 2018 through October 31, 2021, with an annual price escalator not to exceed 2% of the overall cumulative annual cost for each additional agreement and/or renewal term. The City may at its option renew the Agreement up to two (2) additional one-year terms after the initial term is complete.
Proposed City Council Motion:
FIRST MOTION: I move for second reading of An Ordinance approving the award of RFP No. 2018-066 for Waste Removal and Recycling Services to WCA of Missouri, LLC based on the attached proposal composite score sheet and authorizing the City Manager to enter into and execute an Agreement No. 2018-066 for the same by and on behalf of the City of Lee's Summit Missouri
SECOND MOTION: I move for adoption of An Ordinance approving the award of RFP No. 2018-066 for Waste Removal and Recycling Services to WCA of Missouri, LLC based on the attached proposal composite score sheet and authorizing the City Manager to enter into and execute an Agreement No. 2018-066 for the same by and on behalf of the City of Lee's Summit Missouri
Background:
The City requires waste removal and recycling services for all City departments and the Downtown area for the City owned Waste and Recycle bins. This service is vital to attempting to keep City facilities and Downtown clean and litter free. It will also aid in reducing potential refuse related health risks from insects and rodents.
Impact/Analysis:
The pricing reflected in WCA of Missouri's response to RFP No. 2018-066 was higher than the City's current Contract (No. 2017-014). The City's current contract for the same services had a combined annual total of $43, 579.94. The City's current contract was awarded via a Bid Solicitation as opposed to this year's RFP Solicitation for the purpose of being able to negotiate and score by a Committee.
Pricing for this RFP 2018-066 was worth 40% of the score ranking for proposals received. Two (2) phases of negotiations with WCA of Missouri, LLC were held in attempts to lower the cost originally proposed and yielded success. Upon finalizing of negotiations, the final annual cost for the City of Lee's Summit Department Waste and Recycling and Downtown area is $56,197.45 (Dept. Waste=$25,453.76, Dept. Recycling=$9,595.97, Downtown Waste=$18,289.92 and Downtown Recycling=$2,857.80).
In addition to this pricing, the initial term of the Agreement shall be for three (3) years from November 1, 2018 through October 31, 2021, with an annual price escalator not to exceed 2% of the overall cumulative annual cost for each additional agreement and/or renewal term. The City may at its option renew the Agreement up to two (2) additional one-year terms after the initial term is complete.
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Presenter
Christal Weber, Assistant City Manager of Operations
Committee Recommendation
Committee Recommendation: Motion by Councilmember Carlyle, seconded by Councilmember Edson, this Ordinance was recommended for approval to the City Council - Regular Session due back on 10/16/2018. The vote was unanimous. (F&BC 10-1-18)