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HomeMy WebLinkAbout60D - WASTE CONSULTING SVCSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 15, 2018 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED APPROVE AGREEMENT WITH HF&H ❑ As Recommended As CONSULTANTS LLC FOR SOLID WASTE L] Amended ❑ Ordinance on 15l Reading CONSULTING SERVICES ❑ Ordinance on 2"d Reading (STRATEGIC PLAN NO. 4, 1 & 5) ❑ Implementing Resolution ❑ Set Public Hearing For r �u :t: - MANAGER MANAGER RECOMMENDED ACTION CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with HF&H Consultants, LLC, to provide solid waste consulting services for a period to run concurrent with the extension agreement for collection and handling of solid waste with Waste Management, expiring June 30, 2020 with a one-year option exercisable by the City Manager, in an amount not to exceed $184,000, with a 20 percent contingency of $36,800, for a total amount of $220,800, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION The City's agreement for collection and handling of solid waste is due to expire on June 30, 2020, and include a one-year extension option. The Public Works Agency is developing a strategy for providing appropriate solid waste services in Santa Ana that considers changes in legislation and recycling trends, and also establishes the City's "Green Policy' and goals. The City is interested in contracting with a consultant with solid waste expertise for these services. The consultant will be required to assist the City in developing a "Green Policy' and goals with input from City Council, the community, and staff. Development of the policy and goals will inform the finalization of the draft Request for Proposals (RFP) for solid waste services. The process will include a review of the City's Source Reduction and Recycling Element, Household Hazardous Waste Element, Non -Disposal Facilities Element, and applicable laws related to solid waste, including the City's Integrated Waste Management Ordinance and Municipal Code. The consultant will also assist the City with the Solid Waste Services RFP process, including contract negotiation and finalization. Staff issued the RFP for Solid Waste Consulting Services (Exhibit 1) on the City's website on January 1, 2018. Five proposals were received. The proposals were evaluated and ranked by a review committee comprised of staff from the Public Works Agency, the Community Development Agency, the City of Laguna Beach Public Works Agency, and the Orange County Public Works 60D-1 Agreement with HFH Consultants, LLC, for Solid Waste Consulting Services May 15, 2018 Page 2 Agency. The ranking criteria included the experience of the firm and team, relevant project experience, understanding of the scope of work, the work plan, references, schedule, and fee. The top three firms were interviewed with the following ranking results: Firm Score Proposed Fee HF&H Consultants, LLC. 94.4 $184,000 R3 Consulting Group, Inc. 86.8 $209,200 E. Tseng and Assoc., Inc. 79 $225,000 Staff recommends awarding a contract to HFH Consultants, LLC, based on its experience with similar work in the solid waste industry, expertise in the solid waste industry, familiarity with the Orange County solid waste contracts and environment, and approach to complete the work within the specified time. The proposal contains a clear path toward achieving City goals and objectives as required by the RFP. The total agreement (Exhibit 2) compensation is in the amount not to exceed $220,800. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #4 - City Financial Stability, Objective #1 (maintain a stable, efficient and transparent financial environment); and, Goal #5 - Community Health, Livability, Engagement & Sustainability. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds in the amount of $220,800 are available in the Refuse Collection Service Fund, (Account No. 06917640-62300) for expenditure in FY 2017-18, and will be budgeted in FY 2018-2019, FY 2019-2020, and FY 2020-2021, as outlined in the following estimated spending plan. Unspent encumbered funds will be carried forward into subsequent fiscal years of the agreement. Fiscal Year Amount FY 2017-18 $25,000 FY 2018-19 $169,000 FY 2019-20 $21,800 FY 2020-21 $5,000 TOTAL NOT TO EXCEED $220,800 60D-2 Agreement with HFH Consultants, LLC, for Solid Waste Consulting Services May 15, 2018 Page 3 Edwin "William" Gjarvez, P.E. Acting Executive Director Public Works Agency EWG/MLM/CK Exhibits: 1. Request for Proposals 2. Agreement APPROVED AS TO FUNDS & ACCOUNTS: Francisco Gutierrez ux.lolg] Executive Director Finance & Management Services Agency o. 1� REQUEST FOR PROPOSALS (RFP) FOR SOLID WASTE CONSULTING SERVICES RFP NO.: 18-006 FOR THE CITY OF SANTA ANA Santa Ana Public Works Agency 20 Civic Center Plaza Santa Ana, CA 92701 Christy Kindig Project Manager (714) 647-5088 Office ckindigna,santa-ana.ore for Release: KEY RFP DATES (Subiect to change at discretion of City): Issue Date: Deadline for Requests for Information: Pre -Proposal Meeting: Proposal Due Date: Presentation/Interviews: Projected Award Date: Fred Mousavipour Executive Director Public Works Agency Monday, January 22, 2018 Monday, January 29, 2018 There is no scheduled meeting. Tuesday, February 6, 2018 Monday, February 19 to Wednesday, February 21, 2018 March 20, 2018 Exhibit 1 City of Santa Ana RFP 18-006 600-5 (2) NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms for solid waste consulting services. Responses to this Request for Proposals (RFP) will be accepted until February 6, 2018 at 5:00 p.m. Proposals received after this date/time will not be considered. It is the responsibility of the proposer to ensure that any proposals submitted have sufficient time to be received by the City of Santa Ana prior to this proposal due date and time. Proposals shall be enclosed in a sealed envelope and marked clearly with following information, formatted as follows: "SEALED PROPOSAL FOR RFP NO. 18-006 SOLID WASTE CONSULTING SERVICES IN THE CITY OF SANTA ANA DO NOT OPEN WITH REGULAR MAIL." City of Santa Ana Attn.: Christy Kindig Public Works Agency; 20 Civic Center Plaza; 4th Floor Reception, Ross Annex Santa Ana, CA 92701 Proposals shall be mailed, hand delivered, or sent by courier service. Proposals shall NOT be sent via telegraphic, electronic or facsimile. All notifications, updates and addenda will be posted on the City's RFP Bid page at www.santa-ana.org/bids- Lfps. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal. City of Santa Ana RFP 18-006 .PW (9) CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR SOLID WASTE CONSULTING SERVICES RFP NO.: 18-006 TABLE OF CONTENTS L GENERAL H. PROPOSAL TERMS AND CONDITIONS III. INSTRUCTIONS TO PROPOSERS A. CITY RESPONSIBILITIES B. PROPOSER RESPONSIBILITIES C. REQUEST FOR INFORMATION OR CLARIFICATION D. ADDENDA E. LICENSES & PERMITS F. INSURANCE G. PAYMENT INFORMATION PACKET H. PRE -PROPOSAL MEETING I. CITY RIGHT TO REJECT J. PROTESTS IV. SUBMITTAL REQUIREMENTS A. GENERAL B. PROPOSAL CONTENTS 1. STATEMENT OF QUALIFICATIONS 2. SCOPE OF SERVICES & SCHEDULE 3. FEE PROPOSAL 4. CERTIFICATIONS V. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING B. SELECTION VI. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION B. EXECUTION OF AGREEMENT VIL IMPLEMENTATION A. KICK-OFF MEETING B. NOTICE TO PROCEED VIII. PUBLIC RECORDS DI. APPENDIX ATTACHMENT 1: SCOPE OF WORK ATTACHMENT 2: STANDARD AGREEMENT ATTACHMENT 3: CERTIFICATIONS ATTACHMENT 4: ADDITIONAL PROVISIONS City of Santa Ana RFP 18-008 9013-7 (1) CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR SOLID WASTE CONSULTING SERVICES RFP NO.: 15-006 I. GENERAL Nature of Work: The City of Santa Ana is seeking a solid waste consulting services provider. A detailed Scope of Work is included in the Appendix of this RFP as Attachment 1. Number of Proposals and Signature: Four hard copies and one (1) digital file on labeled USB Flash Drive (or equivalent) of your proposal shall be signed by a company official with the power to bind the company and submitted to the City of Santa Ana. One (1) copy of your Fee Proposal shall be submitted. Proposal Evaluation and Rating: The criteria for evaluating the proposals submitted will take the following items into consideration: • Firm/Team Experience 25% • Understanding of Need 20% • Relevant Project Experience 20% • Schedule 15% • References 10% • Fee 10% The City has established a proposal review committee to evaluate proposers based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. II. PROPOSAL TERMS AND CONDITIONS By submitting a Proposal, the Proposer acknowledges that it has thoroughly examined and accepts the Terms and Conditions of this RFP as described below: A. EXAMINATION: Proposer represent that it has thoroughly examined and become familiar with the services and responsibilities required this RFP and that it is capable of effectively and efficiently performing quality work to achieve the City's objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in the relation to this RFP are fully incorporated. B. EXECUTION OF AGREEMENT: The City and the selected Proposer will enter into an Agreement similar to that as shown in Attachment 2, in the Appendix of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being notified of City of Santa Ana RFP 18-006 6 3IJ-8 selection under this RFP, the City reserves the right to select the next most qualified Proposer or call for new Proposals, whichever the City deems most appropriate. C. PROPOSAL VALIDITY: Services, pricing and warranties indicated in a respondent's Proposal must be valid for a period of 120 days after the submission of the Proposal. D. PRE -CONTRACTUAL EXPENSES: Santa Ana shall not, in any event, be liable for any pre- contractual expenses incurred by Proposers in the preparation of its proposal. E. JOINT OFFERS/SUBCONSULTANTS: Where two or more Proposers desire to submit a single Proposal in response to this RFP, they should do so on a prime-subconsultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of subconsultants be offered, the Proposer shall provide the same assurances of competence for the subconsultant plus the demonstrated ability to manage and supervise the subcontracted work. Subconsultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all subconsultants in the same manner as the Proposer. III. INSTRUCTIONS TO PROPOSERS A. CITY RESPONSIBILITIES The City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. B. PROPOSER RESPONSIBILITIES Point of Contact: The selected proposer will assume responsibility for all services in its proposal. The selected proposer shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. Evidence of Financial Capacity: Proposer may be requested to submit its most recent audited financial statement, evidencing proposer's financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day period. If said financial statement does not reflect full ninety (90) day operational capacity, proposer may include a letter of credit as evidence of supplemental capacity. C. REQUEST FOR INFORMATION OR CLARIFICATION All questions or requested clarifications shall be made in writing via e-mail to the Project Manager (contact information as noted on the cover page to this RFP) by or before the "Deadline for Requests for Information" date noted on the cover page of this RFP. No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP, as indicated in Section IIID. D. ADDENDA Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City's website, www.santa-ana.orv/bids-rfns City of Santa Ana RFP 18-006 901J-9 E. LICENSES & PERMITS The selected Proposer shall be required to obtain a City of Santa Ana Business license within ten (10) business days of selection and must provide a copy to the City Project Manager or designee prior to commencing any work in Santa Ana. Additionally, Proposer will be responsible for obtaining any licenses/permits required by the Scope of Work. F. INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after receipt of notice of award. G. PAYMENT INFORMATION PACKET The selected Proposer shall return a completed payment information packet within ten (10) business days after the successful Proposer has received notice that the agreement has been awarded. The packet is available on the City's website: www.santa-ana.ory/bids-rfns H. PRE -PROPOSAL MEETING A pre -proposal meeting, if scheduled, will occur on the date, time and location identified on the cover page of this RFP. The meeting will include discussion of the project scope and a question - and -answer session. It is highly recommended that the Proposer's key team members attend this meeting. Significant interpretations or clarifications will be addressed via addenda to this RFP, as described above in "Section IIID: Addenda". I. CITY RIGHT TO REJECT The City reserves the right to reject any or all proposals subnutted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal. The City reserves the right to reject, replace and approve any and all subcontractors. All subcontractor(s) shall be identified in the response to the RFP. Subcontractors shall be the responsibility of the successful Proposer and the City shall assume no liability of such subcontractors. J. PROTESTS Proposers with concerns or rebuttal of any staff determination of non -responsiveness or non - responsibility may submit, in writing within five (5) business days, to the Project Manager, any concerns regarding the RFP process or staff determination. Such writing shall be considered by the City Manager or his designated representative, and may be acted upon within five (5) business days. If no action is taken within such time, there shall be no change to the staff determination. The exercise by Proposer of its right to submit written concerns shall be a condition precedent to seeking judicial review of any award of a contract hereunder. City of Santa Ana RFP 18-006 0 6 10 IV. SUBMITTAL REQUIREMENTS A.GENERAL Number of Copies and signature: Refer to Section I: General. 2. Deadline: Proposals are due to the City of Santa Ana, at the date, time, and location set forth above in the Notice Inviting Proposals. B. PROPOSAL CONTENTS A responsive proposal shall contain the following documentation: 1. STATEMENT OF QUALIFICATIONS The Statement of Qualifications shall be limited to a MAXIMUM of (10) DOUBLE -SIDED PAGES (excluding front and back covers, section dividers and attachments such as resumes, forms). Font size shall be minimum 11 -point Arial. Proposal exhibits shall be maximum 11" x 17". The Statement of Qualifications includes the following: a. Cover Letter: Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include type of business entity. b. Agreement Statement: Proposal shall include a statement outlining your concurrence or concerns with any and al] provisions as contained in the standard agreement attached as Attachment 2, in the Appendix of this RFP. c. Firm and Team Experience: Proposal shall include a profile of the firm's experience. Include resumes of project team/sub-contractors that outline their technical and design experience. At a minimum, this should include the project manager/principal agent, associates in charge when project manager/principal agent is unavailable, key personnel, firm size, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual's time devoted to this project. The project manager/principal agent shall be the primary contact person to represent your firm. d. Understanding of Need: Proposal shall include an outline which demonstrates the firm's understanding of the scope of work. This outline should include anticipated approach, tasks necessary for successful completion, and suggestions or special concerns that the City should be made aware of. e. Relevant Project Experience: Proposal shall include a list of projects which your firm or personnel have completed within the last 5 years, including significant work with public agencies. Project information should include project description, year completed, client name, along with a person to contact and their telephone number. Proposer shall also provide a summary of the last 15 relevant projects that identifies the municipality that the work was performed for, time period work was performed, and hauler recommended by proposer. f. Schedule: Proposal shall include a detailed schedule, with a written statement which provides information on current workload and how this project would be accommodated. City of Santa Ana RFP 18-006 6UD711 g. References: Proposal shall include a listing of relevant projects with references for three public entities for which Proposer has performed similar work within the past five (5) years h. Fee: Fees shall be included as part of evaluation criteria. Refer to "I. GENERAL", and IV. SUBMITTAL REQUIREMENTS, B3 FEE PROPOSAL, below. (this item not part ofpage limit) 2. SCOPE OF SERVICES & SCHEDULE Proposal shall include a Scope of Services and Schedule which details the work phases to be completed, the tasks to be accomplished, the deliverables to be provided, and the schedule / timeline to complete the project, based upon the requested Scope of Work, detailed in Attachment 1, which is included in the Appendix of this RFP. 3. FEE PROPOSAL: Proposer's fee proposal shall be submitted concurrently with the technical proposal, but in a separately sealed envelope, clearly labeled as "Fee Proposal." This shall include the firm's Standard Hourly Fee Schedule, and/or a Project Fee Schedule where applicable and as outlined in the Scope of Work. Where fees are NOT included opened until the proposals have City will select the consultant b based on available funding. s part of evaluation criteria, the fee proposal will not be been evaluated by the proposal selection committee. The used on qualifications, and then negotiate a contract price Where fees ARE included as part of the evaluation criteria, the fee proposal will be opened and reviewed concurrently with the proposal, and weighted per the percentage identified in 'T GENERAL". 4. CERTIFICATIONS: The following forms, included in Attachment 3 in the Appendix of this RFP shall be signed and included as part of the proposal submittal package: • Attachment 3-1: Non -Collusion Affidavit • Attachment 3-2: Non -Lobbying Certification • Attachment 3-3: Non -Discrimination Certification V. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING Refer to Section I, General. B. SELECTION The committee may interview the top ranking proposers. The City will recommend award of the agreement to the proposer who will provide the best quality and value to the City. City reserves City of Santa Ana RFP 18-006 6bbP 12 the right to begin negotiations and enter into an agreement without interview or further discussions. VI. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION Following evaluation and rating by the proposal review committee, the Executive Director will recommend award of an agreement to the proposer providing the best quality and value to the City. B. EXECUTION OF AGREEMENT A standard agreement is included as Attachment 2, in the Appendix of this RFP. "Proposer" will hereinafter be referred to as "Consultant" in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved. VII. IMPLEMENTATION A. KICK-OFF MEETING A kick-off meeting will be held after award of contract. Consultant and its team will meet with City of Santa Ana staff to conduct introductions, discuss scope of services, and implementation process. B. NOTICE TO PROCEED Following the kick-off meeting, a formal Notice to Proceed (NTP) may be issued after the agreement is fully executed, and all insurance documents and contents of the Payment Information Packet have been received and approved. VIII. PUBLIC RECORDS All responses to the RFP shall become property of the City, and proposals will become public record after award of agreement. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. City of Santa Ana RFP 18-006 Obtl 3 Appendix ATTACHMENT 1 SCOPE OF WORK CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR SOLID WASTE CONSULTING SERVICES RFP NO.: 18-006 The Public Works Agency is developing a Request for Proposal (RFP) process for a new solid waste services contract. The City requires the services of a consultant to assist in the process. Components may be modified through negotiation and/or by written addendum issued by the City and will be made a part of the Agreement. Minimum Requirements 1. Review City's Source Reduction and Recycling Element, Household Hazardous Waste Element, and Non -Disposal Facilities Element, 2. Review applicable laws related to solid waste, including the City's Integrated Waste Management Ordinance and Municipal Code. 3. Participate in at least two public workshop meetings with the City Council to establish residential and commercial solid waste programs and serviqe levels. 4. Collect community data on solid waste service levels through surveys, questionnaires, and meetings with homeowners and business representatives.- 5. epresentatives:5. Develop new service specifications. 6. Develop the RFP for City of Santa Ana Solid Waste Management Services, in consultation with City staff and representatives of the City Attorney's office, RFP to establish requirements for a baseline program based on achieving compliance with state mandates, maintaining existing, and new specified service levels. Additionally, a menu of potential innovative and/or green service options, such as Zero Waste programming, shall be provided with the cost being identified individually and separate from the baseline proposal. 7. Assist in the evaluation of the proposals and firms, and final contract negotiations. City of Santa Ana RFP 18-006 1§66214 Appendix ATTACHMENT 2 STANDARD AGREEMENT CONSULTANT AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this —day of , 201_ by and between , a [insert type of business: sole ownership entity, LLP, etc], (hereinafter "Consultant'), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of solid waste consulting services. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform those services as set forth in Exhibit A to this Agreement. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit B. The total sum to be expended under this Agreement shall not exceed $ during the term of this Agreement. b. Payment by City shall be made within sixty (60) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals and Scope of Work, which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on 201X, unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended upon a writing executed by the City Manager and the City Attorney. City of Santa Ana RFP 18-006 6'M 15 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. — - Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured City of Santa Ana RFP 18-006 06� 16 against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. - e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect, by consultant, without thirty (30) days prior written notice to the City. (iv) Consultant shall supply City with a fully executed additional insured endorsement. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or City of Santa Ana 1 RFP 18-006 600317 property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and - - employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in comiection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified in Certifications, Exhibit C, attached hereto and incorporated in this Agreement by reference. City of SantaAnaRFP 18-006 6 V D141 8 12. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax 714- 647-6956 With courtesy copies to: 'Exec. Director . City Attorney XXAgency City Attorneys Office City of Santa Ana City of Santa Ana 20 Civic Center Plaza (M-) 20 Civic Center Plaza (M-29) P.O. Box 1988 P.O. Box 1988 Santa Ana, California 92702 Santa Ana, California 92702 Fax 714- 647-XXXX Fax 714- 647-6515 To Consultant: A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or City of Santa Ana RFP 18-006 M219 otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a, As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations and as further specified in Certifications, Exhibit C, attached hereto and incorporated in this Agreement by reference. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other City of Santa Ana RFP 18-006 61V2 d620 governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. MISCELLANEOUS PROVISIONS a. Additional provisions, if any are identified as Additional Provisions, Exhibit D, attached hereto and incorporated into this Agreement by reference. b. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Maria D. Huizar Cleric of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Name of Attorney Assistant City Attorney RECOMMENDED FOR APPROVAL: Name Executive Director — (Agency) CITY OF SANTA ANA Raul Godinez II City Manager CONSULTANT: (name) (title) Tax ID# City of Santa Ana RFP 18-006 6WZ21 EXHIBIT A SCOPE OF SERVICES City of Santa Ana RFP 18-006 6UIJ 22 i FEE PROPOSAL, including hourly rates City of Santa Ana RFP 18-006 60 DIL�'23 EXHIBIT C CERTIFICATIONS City of Santa Ana RFP 16-006 IM224 APPENDIX ATTACHMENT 3-1: NON -COLLUSION AFFIDAVIT CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR SOLID WASTE CONSULTING SERVICES RFP NO.: 18-006 NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA DEPARTMENT OF PUBLIC WORKS In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non -collusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Non -collusion Affidavit. BIDDERS are cautioned that malting a false certification may subject the certifier to criminal prosecution. Signed State of California County of Subscribed and sworn to (or affirmed) before the on this _ day of , 20� by proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. Notary Public Signature Notary Public Seal City of Santa Ana RFP 18-006 66!25 APPENDIX ATTACHMENT 3-2: NON -LOBBYING CERTIFICATION CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR SOLID WASTE CONSULTING SERVICES - RFP NO.: 18-006 The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: 1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. 2. If any funds other than federal appropriated fluids have been paid or will be paid to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant loan, loan or cooperative agreement, the undersigned shall complete and submit a "Disclosure of Lobbying Activities". This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such sub recipients shall certify and disclose accordingly. Firm Signed and Printed Name: Title Date City of Santa Ana RFP 16-006 OV26 APPENDIX ATTACHMENT 3-3: NON-DISCRIMINATION CERTIFICATION CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR SOLID WASTE CONSULTING SERVICES RFP NO.: 18-006 The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor imion or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, City of Santa Ana RFP 18-006 ''327 regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, No discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Firm: Date: City of Santa Ana RFP 1 B-006 6B�428 EXHIBIT D ADDITIONAL PROVISIONS City of Santa Ana RFP 18-006 6529 MAYOR ' Miguel A. Pulido MAYOR PRGTEM Michele Martinez COUNCILMEMBERS P. David Benavides Vicente Sarmiento Jose Solorio Sal Tinalero Juan Villages CITY OF SANTA ANA 20 Civic Center Plaza • P.O. Box 1988 Santa Ana, California 92702 Mryvw.santa-ana.om PUBLIC WORKS AGENCY February 2, 2018 ADDENDUM NO.1 REQUEST FOR PROPOSALS NO. 18-006 FOR SOLID WASTE CONSULTING SERVICES DATE DUE: FEBRUARY 6, 2018 AT 5:00 P.M. CITY MANAGER Raul Godinez II CITY ATTORNEY Sonia R. Carvalho CLERK OF THE COUNCIL Maria D. Huizar Notice is hereby given that the City of Santa Ana Public Works Agency has made certain modifications, additions, and/or deletions, in the specifications to RFP No: 18- 006 SOLID WASTE CONSULTING SERVICES. This addendum shall become a part of the original Request for Proposal. PLEASE NOTE: THE NUMBER OF PAGES ALLOWED is increased to 40 double sided pages. RESPONSE TO QUESTIONS ASKED/CLARIFICATIONS: Do you have a maximum budget for this work. If so please can you advise what it is? There is no established budget. 2. There are no delivery timescales within the RFP. Could you confirm: When you need the new contractor to start operations? The solid waste consultant is expected to start their work as soon as the contract is fully executed. The solid waste services contractor is expected to start operations on or near July 1, 2020. We anticipate awarding the contract on or near December 2019. The time it would "take" from notification of successful contractor to having an approved contract in place? SANTA ANA CITY COUNCIL Miguel A. Pulido Michele Martinez Vloeme Sarmierno Jose Solorio Mayor Mayor Pro Tem, Word 2 Wartl 1 P. David Benavitles Juanord 5 s Sal and 6 O Ward4 Wards Ward6 [lioulitlo(olsanla-ane am mimarlinez(dlsanla-ane ora vsanniento(olsanlaana om s 1 tlbanavidaslolsanle-ena av Willeoas(dsemaana am stinaierorojsanla-ane am Addendum #1 RFP 18-006 Page 2 of 3 For the solid waste consultant, it would require approximately two weeks from Council approval to have an approved contract in place, as long as all requirements are met. The solid waste consultant should have an understanding of the tasks and time required, once a solid waste services contractor has been chosen by City Council, to have a negotiated solid waste services contract in place. • The amount of time you would allow the contractor to mobilize the contract after contract is signed? We expect the consultant to make a recommendation that is appropriate. The amount of time you would allow potential contractors to respond to the RFP? We expect the consultant to make a recommendation that is appropriate. 3. How many community surveys and questionnaires do you expect the consultant to carry out and have you already developed mechanisms through which these surveys can take place? We anticipate one or two community surveyslquestionnaires, which might utilize an online application, such as Survey Monkey. We expect the consultant to make a recommendation of the appropriate mechanism. 4. The 4'h Minimum Requirement on Page 10, which asks the consultant to collect community data through "surveys, questionnaires, and meetings with homeowners and business representatives", is not very specific. Please provide guidance on what method(s) must be used to obtain the data. Can the consultant use the public workshop meetings listed in the prior item as a forum to obtain the community input needed to complete this work requirement? We anticipate one or two community surveyslquestionnaires, which might utilize an online application, such as Survey Monkey. We expect the consultant to make a recommendation of the appropriate mechanism. The consultant may use the public workshop meetings as a forum, but not as the only forum. Santa Ana has vibrant, organized neighborhood and business associations and other organizations that would be appropriate. Anticipate a minimum of eight meetings with these groups. 5. Please can you provide the Sloan Vazquez draft report including the review of solid waste collect service rates in 10 similar Orange County municipalities? SANTA ANA CITY COUNCIL � MiguelA Pulido Michele Martinez Vicente Sarmiento — Jose Solorio P. David Benavitles Juan Villeeas Sal Mayor Mayor Pro Tem, Wad2 Wadi Wad3 Wad4 Wards moulido(asanta-ana ora mimaalnezgsaM.na ora vsarmientoasenta-ano ora'solodorolsanta-aneora docnavidesralsanlaananm 'Mleoas(dtsamaana ora st" a'e 60D -M Addendum #1 RFP 18-006 Page 3 of 3 Links to the Sloan Vazquez Executive Summary and Report, which includes the review of solid waste service rates in 10 similar Orange County municipalities, are on the City's webpage: http://www.ci.santa-ana. ca.us/owa/ Can you please expand on the role expected from the Consultant for Task 7 assistance in evaluating proposals and firms? Would the Consultant assist in development of evaluation criteria and guidelines for selection or in reviewing and ranking proposals? We expect the consultant to develop detailed evaluation criteria and guidelines, make their expert recommendation and work with the City to refine. Consultant is also expected to review, evaluate and rank proposals within the context of their professional expertise. 7. The Scope of Work does not specifically mention that the consultant should prepare a new Franchise Agreement (FA). Should this be included in the Scope? Yes, a draft Franchise Agreement should be included in the Scope. Consultant will work with the City to refine. 8. Was a Draft FA prepared in conjunction with the RFP considered by the City Council earlier this month? No, a draft Franchise Agreement was not considered by the City Council earlier this month. All other terms and conditions remain the same. Christy Kindig Projects Manager 714-647-5088 SANTA ANA CITY COUNCIL Miguel A. Pulido Michele Madlnez Vicente Sarmiento Jose Solana P. David Benavides Juan VJlegas Sal Mayor Mayor Pro Tem, Weird 2 Ward? Ward Ward Ward 1 moulidalmsentaana om M1.rlinea(dsanla-.n.. solori &.iinlaanaoro dbenavides(&sanla-ana o Mina'erof 60D-32 WWOR Miguel A. Pulido MAYOR PRO TEM Michele Martinez COUNCILMEMBERS P. David Benavides Vicente Sarmiento Jose Solorio Sal Tinaiero Juan Villegas CITY OF SANTA ANA 20 Civic Center Plaza . P.O. Box 1988 Santa Ana, California 92702 W W W.santa-ana.ora PUBLIC WORKS AGENCY March 19, 2018 ADDENDUM NO.2 REQUEST FOR PROPOSALS NO. 18-006 FOR SOLID WASTE CONSULTING SERVICES DATE DUE: THURSDAY, APRIL 5, 2018 AT 4:00 P.M. CITY MANAGER Raul Godinez II CITY ATTORNEY Sonia R. Carvalho CLERK OF THE COUNCIL Maria D. Huizar Notice is hereby given that the City of Santa Ana Public Works Agency has made certain modifications, additions, and/or deletions, in the specifications to RFP No: 18- 006 SOLID WASTE CONSULTING SERVICES. This addendum shall become a part of the original Request for Proposal. PLEASE NOTE: Questions regarding this Addendum must be received by Tuesday, March 27, 2018 at noon. The due date for proposals is extended to Thursday, April 5, 2018 at 4:00 p.m. Staff requests revision and resubmission of your proposal, for further consideration. You will have until the date listed above to revise and resubmit your proposal. Please include the following: Provide a list of onlysolid waste procurements that your firm/team has participated in, in the last five years. Identify the hauler recommended for the procurement. Assume that your firm can utilize the draft Solid Waste Services RFP as a base document that you can modify as needed. It is attached for your review. Assume the following scenario in revising your proposal: 1. That you will start by facilitating the development of the City's green policy and goals that will be achieved over time relative to solid waste, diversion and recycling. City Council and community input will be key in shaping this work. SANTA ANA CITY COUNCIL Miguel A Purido Michele Martinez Vicente Sarmiento Jose Solana P. 0aid Benavides Juan Villegas Sal Tinaiero Mayor Mayor Pro Tem, Ward 2Wardt Ward4 Word Ward moulld,raeunls-ona am miaollhazitlsanta-anaoro vsarmlenlof�sanla-anaolo 'Jr, dleenavidestibsentaana aro ivillaaas(olsanta-ana mo slinaiem(dsanta-ana om RFP 18-006 Page 2 of 2 2. Develop a scope of work based on this set of policy and goals to achieve compliance with all legislative mandates and maintain existing service levels. 3. Provide programming recommendations with increasing levels of diversion achievement and assigning estimated costs to those recommendations. The options will be presented to both the community and City Council for their review and feedback. This will inform any revisions to the draft Solid Waste Services RFP. 4. Reflect the following minimum changes to the Scope of Work in your proposal: a) Three City Council workshops o b) Five community meetings � c) Five City Council meetings 8 d) Three revisions each to the RFP for Solid Waste Collection Services and sample agreement e e) Four negotiation sessions o f) Three revisions to the final agreement • Provide hourly rates and a total project cost. All other terms and conditions remain the same. Christy Kindig Projects Manager 714-647-5088 SANTA ANA CITY COUNCIL Miguel A. Pultdo Michele Martinez Vicente Sarmiento Jose Soled. P. David Benavides Juan VJlegas Sal Maya, Mayw No Tem, Ward 2 Wwdi Wwd3 Wwdd Wards 1 moulidc(�sahla-ana ara mimartinezla�sanla-ana aro vsa,mientonosents-ana om Lsolwm(atsantaana oro doenavideslbsanta-anawa sti a'eo� 60D-34 MAYOR Miguel A. Pulido MAYOR PRO TEM Michele Martinez COUNCILMEMBERS P. David Benavides Vicente Sarmiento Jose Solodo Sal Tinalero Juan Villages CITY OF SANTA ANA 20 Civic Center Plaza • P.O. Box 1988 Santa Ana, California 92702 www.santa-ana.orc PUBLIC WORKS AGENCY March 29, 2018 ADDENDUM NO. 3 REQUEST FOR PROPOSALS NO. 18-006 FOR SOLID WASTE CONSULTING SERVICES DATE DUE: THURSDAY, APRIL 5, 2018, AT 4:00 P.M. CITY MANAGER Raul Godinez II CITY ATTORNEY Sonia R. Carvalho CLERK OF THE COUNCIL Maria D. Huizar Notice is hereby given that the City of Santa Ana Public Works Agency has made certain modifications, additions, and/or deletions, in the specifications to RFP No: 18- 006 SOLID WASTE CONSULTING SERVICES. This addendum shall become a part of the original Request for Proposal. PLEASE NOTE: Reminder: The due date for proposals is extended to Thursday, April 5, 2018, at 4:00 p.m. RESPONSE TO QUESTIONS ASKED/CLARIFICATIONS: In facilitating the development of green goals, policies and programming recommendations, does the City want the consultant to propose measures above and beyond what may be needed to comply with State Laws? The consultant is expected to use their expertise in solid waste, diversion and recycling to develop a policy and goals. Input from staff, the community and City Council will provide additional guidance. 2. In budgeting for five community meetings and five city council meetings (as indicated on Item 4, Page 2 of Addendum#2, is this budget intended to cover all such meetings necessary to the tasks in the RFP. This change is intended to standardize the proposal responses with a minimum number of meetings. 3. Please give one or two examples of the types of programming recommendations you'd like the consultant to prepare under Item 3 on Page 2 of Addendum #2. SANTA ANA CITY COUNCIL Miguel&Puhi Miotale Martinez Vicente Sarmieat. Jase Solon. P. David aenavides Juan vdlegas Sal Tinajero Mayor Mayor Pro Tem Ward 2WaA1 Wards Wards Ward moulidorasanlaana ora mimartinazosantaana ora vsarmienl.rdsanla-ana oro dbenavldesrdlsanlaana.d. iilleoasiOsante-ana oro slinaiero(alsanta-ane am Addendum #3 RFP 18-006 Page 2 of 3 Based on the results of scenario items #1 and #2, the consultant is expected to use their expertise in solid waste, diversion and recycling to provide these programming recommendations. 4. Please provide any documentation regarding the City's current environmental policies and goals. The City has a Climate Action Plan (CAP) that has been approved in concept however it has not been implemented. You may find the CAP at http://www.ci.santa- ana.ca.us/climateactionplan/documents/climate action ,olan.pdf. The City is in the process of developing a comprehensive General Plan Update. The draft is anticipated to be ready by 12/31/18. You can find the existing General Plan and progress on the New General Plan at h_ttp://www.ci.santa- ana. ca. us/generalplan/default. asn. 6. Has the City had discussions of future environmental policies and goals that it would wish to be included in the new solid waste agreement? If so, please provide documentation. Nothing specific other than compliance with State mandates. 6. What is the City envisioning as a work product for the City's green policies and goals? E.g. memorandum, formal report or other work product. The consultant is expected to use their expertise in solid waste, diversion and recycling to provide the appropriate format/work product. This should include sufficient documentation and narrative to allow current and future City policymakers to understand the intent, implement programs, and monitor achievements. 7. Are the City Council and community input listed in bullets 1 and 3 of Addendum No. 2 in addition to the meetings/workshops outlined in bullet 4? If not, what is the anticipated volume of outreach for bullets 1 and 3 listed in Addendum No. 2? The minimum number of meetings referenced in Item 4 includes those mentioned in Items 1 and 3. What date does the City anticipate that the selected consultant will receive award and authorization to proceed? SANTA ANA CIN COUNCIL Miguel A. P.O. Michele MaNnez Vicente Sarmiento Jose Solmio P. David Bere ides Juen Villages Sal Mayor Mayor Pro Tem, Ward 2 Ward 1 Ward 3 Ward4 moulidorasanta-ana am mimadinea aanta-ana om vsaimienlo�Msanla-ana ora sclodo(dsanla-ana ora d1,a a. deslaleanla-anaom "II name slina'a o1 , 60D-36 Addendum #3 RFP 18-006 Page 3 of 3 The City is tentatively scheduled to award a contract at the May 15, 2018 Council Meeting. i 9. The draft RFP for City of Santa Ana Franchise Collection Services provided included Attachments 2 and 3. Were the other attachments drafted (E.g. Attachment 1 and Attachments 4 through 12)? If so, please provide these attachments. No. They were placeholders for development. All other terms and conditions remain the same. Christy Kindig Projects Manager 714-647-5088 SANTA ANA CITY COUNCIL Miguel A. Pupd. Michele Martinez Vicente Sarmiento Jose Solari. P. David Benavides Juan VilleBas Sal Mayor Mayor Pro Tem, Ward 2 Ward Wad Ward Wards t moulid.asenta-anaor. mimadinai(l. sanla-ana or vsarmienloldsanta,ana.r. 'solaria sa la-ana..r tl5enavidesfdsanla-ana oro ivllleoasfdsanla-ana.r. a'e 60D-37 o. 1� Exhibit 2 AGREEMENT FOR SOLID WASTE CONSULTING SERVICES THIS AGREEMENT is made and entered into this 15th day of May, 2018 by and betweenHF&H. Consultants, LLC ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On January 22, 2018, the City issued Request for Proposal No. 18-006, by which it sought a consultant to provide solid waste consulting services. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 18-006 and addenda thereto. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional contracting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform the services that were described in the scope of work that was included in RFP No. 18-006, including addenda thereto, and as more specifically delineated in Consultant's proposal, which is attached as Exhibit A and incorporated in full. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services under this Agreement, the rates and charges identified in Exhibit B. The total sum to be expended under the term of this Agreement, including any extension periods, shall not exceed -$220;800:- This sum is comprised of (1) the base amount of $184,000 and (2) a 20% contingency in the amount of $36,800• for additional services at the City's sole discretion, b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals and Scope of Work, which may reasonably be expected by City. Page L of 8 60D-39 This Agreement shall commence on the date first written above and terminate on Jurie 30; 2020, unless terminated earlier in accordance with Section 17, below. The term of this Agreement may be extended for up to one (1) year upon a writing executed by the City Manager and City Attorney. 4. PREVAILING WAGES Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRATOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 8 INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subconsultants, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance"shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the California Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect, by Page 3 of 8 60D-41 consultant, without thirty (30) days prior written notice to the City. (iv) Consultant shall supply City with a fully executed additional insured endorsement. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability; (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant or its subconsultants, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this - Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend, indemnify and hold harmless the City, its officers, agents, representatives, and employees against any and all liability, including costs, and attorney's fees, for infringement of any United States' letters patent, trademark, or copyright contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. Page 4 of 8 60D-42 10. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All.such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 11. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) Page 5 of 8 60D-43 P,O. Box 1988 Santa Ana, CA 92702-1988 Fax 714- 647-6956 Executive Director Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, CA 92702 Fax 714-647-5635 To Consultant: Laith Ezzet, Senior Vice President— CMC 19200 Von Kannan Avenue, Suite 360 Irvine, CA 92612 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these timeframes, weekends, federal, state, County or City holidays shall be excluded. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. Page 6 of 8 or l�A 16. NVAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 18. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, relation, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities or in connection with any activities under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 19. JURISDICTION -VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 20. PROFESSIONAL LICENSES Consultant shall, throughout the tern of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Page 7 of 8 60D-45 Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 21. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By:1.,.. w M. Funk Assistant City Attorney FOR APPROVAL Edwin "William" Galvez, P.E. Acting Executive Director Public Works Agency CITY OF SANTA ANA RAUL GODINEZ H City Manager CONSULTANT Name: Title: CONSULTANT Name: Title: Page 8 of 8 EXHIBIT A 19200 Von Karmen Avenue, Suite 360 Irvine, California 92612 Telephone: 949/251-8628 Fax: 949/251-9741 www.hfh-consultants.com April 4, 2018 Ms. Christy Kindig Project Manager Public Works Agency City of Santa Ana 20 Civic Center Plaza; 4U' Floor Reception, Ross Annex Santa Ana, California 92701 naging Tomorrow's Resources Today Robert D. Hilton, CMC John W. Famkopf, PE Lalth B. Ezzet, CMC Richard J. Simonson, CMC Marva M. Sheehan, CPA Robert C. Hilton, CMC Re: Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO: 18.006 Dear Ms. Kindig: HF&H Consultants, LLC (HF&H) is pleased to submit this proposal to the City of Santa Ana (City) to provide solid waste consulting assistance. For almost 30 years HF&H has provided tailored solid waste and recycling services to local governments. We believe that HF&H brings the following qualifications and benefits to the City: 1. We are an industry recognized thought -leader in environmental strategic planning, goal setting, policy development and program implementation. For decades HF&H has brought innovative and pragmatic solid waste and recycling plans to the communities we serve. Our pioneer role in the zero -waste planning field, assisting communities such as the cities of San Diego, Santa Monica, and Livermore, and the County of San Diego, has provided us with an unmatched menu of services and programs, as well as unrivaled implementation experience. This range of experience allows us to develop both short and long-term goals that meet the specific needs of our client with a realistic understanding of impacts on costs and diversion. 2. We provide the technical expertise to analyze proposed services and rate impacts to verify that program costs and customer rates are competitive while also providing measurable benefits to the community they serve. HF&H has pioneered the development of a benchmarking method to compare the complete schedule of solid waste rates on a consistent basis among jurisdictions that have similar services. We also have a multitude of databases and financial models that allow us to assess cost impacts and diversion potential of significant individual programs to assist our clients in selecting which programs provide the most benefit to their communities. 3. We Identify the individual needs of our clients. At HF&H we partner with key stakeholders, including City Council, City staff, residents, and other applicable parties, in order to set measurable, achievable goals which meet the needs of the community and achieve regulatory compliance while minimizing the financial impact to ratepayers. Again our experience has helped us develop a vast array of facilitation methods, including online surveys, webinars, live streams, and council workshops. Our staff includes SWANA and CRRA certified zero waste instructors. 60D-47 Managing TomorroW5 Resources Today Ms. Christy Kindig April 4, 2018 Page 2 of 3 4. Our significant local experience provides us with an understanding of the contracting arrangements and regional and State issues facing all Orange County cities. HF&H has been assisting Orange County cities with their solid waste needs for the past twenty-five years. Our Orange County clients have Included: • City of Aliso Viejo • City of Anaheim • Costa Mesa Sanitary District • City of Dana Point • City of Fullerton • City of Garden Grove • City of Irvine • City of Laguna Niguel • City of La Habra • City of Lake Forest • City of La Palma • City of Mission Viejo • City of Newport Beach • City of Orange • County of Orange • City of Placentia • City of Rancho Santa Margarita • City of San Clemente • City of San Juan Capistrano • City of Santa Ana • City of Tustin • City of Yorba Linda 5. We are experts in the procurement and negotiation of solid waste services agreements, having assisted more than 100 California jurisdictions with the development of RFPs and agreements, evaluation of proposals, and negotiation of solid waste services agreements for refuse, recycling and organics collection, material processing services, and disposal. In some of our competitive procurements, costs to the ratepayers have been reduced by as much as 41 %. 6. HF&H Guides a structured process with high integrity that can withstand scrutiny from the public, elected officials, and proposers. The key to a successful contracting experience is a smooth, well managed process. As described In some of our client testimonial letters, city staff and elected officials have appreciated our guidance and successful results. 7. HF&H does not provide solid waste consulting services to waste haulers In order to avoid conflicts of interest that may arise in firms that attempt to serve public agencies and haulers. We believe this independence is particularly important for objective proposal evaluation and effective negotiations during the procurement of a solid waste services agreement. Additionally, our municipal focus ensures that we are aware of the unique requirements of public officials. S. We are well acquainted with the solid waste rates, services, and programs implemented throughout Southern California as a result of our previous projects and on- going surveys of 200 cities in the counties of Los Angeles, Orange, Riverside, San Bernardino, San Diego and Ventura. We understand current trends in the local solid waste industry and we are familiar with the capabilities of the potential proposers. 9. The engagement will be managed from our Irvine office, making our staff readily available to participate in project meetings in a cost-effective manner. �. 1 Managing Tomorrow's Resources Today Ms. Christy Kindlg April 4, 2018 Page 3 of 3 Thank you for the opportunity to provide you with this information. We look forward to an opportunity to meet with you and the appropriate City staff and learn how we might best assist the City. If you have any questions, please contact me at (949)251-8902, lezzet&hfh- consultants. com, or Debbie Morris at (949) 251-1106, dmorrls6a hfh-consultants.com Very truly yours, HF&H CONSULTANTS, LLC /.i� `f Laith Ezzet, CMC Senior Vice President Z.•1 • City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 TABLE OF CONTENTS STATEMENT OF QUALIFICATIONS............................................................... Section A: Agreement Statement...........................................................................1 Section B; Firm and Team Experience...................................................................1 FirmSize........................................................................................................................ 1 LongTerm Success........................................................................................................1 ProjectTeam..................................................................................................................1 Section C: Project Understanding...........................................................................9 Section D: Relevant Project Experience and References.....................................17 Unsurpassed Experience - HF&H Procurement Results................................................17 HF&H Southern California Office Contracting Experience with Waste Management ...... 18 Representative Projects and References.......................................................................18 SCOPE OF SERVICES AND SCHEDULE...................................................................26 Competitive Procurement Schedule.........................................................................27 ATTACHMENTS Attachment A: Client Testimonial Letters Attachment B: HF&H Client List Attachment C: City of Livermore Zero Waste Plan Attachment D: HF&H Southern California Competitive Procurement Savings to Ratepayers April 4, 2018 Page i HF&H Consultants, LLC 60D-50 This page intentionally left blank 60D-51 City of Santa Ana Proposal to Provide Solid Waste Consulting services RFP NO.: 18-006 STATEMENT OF QUALIFICATIONS Section A: Agreement Statement HF&H concurs with all provisions contained in the City's standard agreement. Section B: Firm and Team Experience HF&H team members Laith Ezzet and Debbie Morris have worked together at HF&H for over 25 years, a consistency that we believe no local competitor can match. As a firm, we offer even more support. Our HF&H team is organized into two practices: solid waste management services and water/wastewater/stormwater management services. Our staff includes Recycling and Sustainability experts, Certified Public Accountants, Certified Management Consultants, and Registered Professional Engineers. Many of our team members possess advanced degrees, professional cert'rfications, and have had a decade or more of government and/or solid waste industry experience prior to becoming consultants. They are leaders in such organizations as the California Resource Recovery Association, the Solid Waste Association of North America, and the Municipal Section of the American Institute of Certified Public Accountants. Expertise is more than technical proficiency: it includes a systematic knowledge of practices. HF&H's knowledge of industry practices and standards is available to our team members through electronic databases. These databases allow us to plan, evaluate, and negotiate contracts for services on behalf of our clients. Firm Size HF&H employs eighteen permanent consultants and two administrative personnel. Long Term Success HF&H has been in business for over 25 years. During that time we have consistently provided our clients the highest level of service. Through more than 1,900 engagements we have served more than 400 municipal agencies. Some important measures of our clients' satisfaction are: • In independent client satisfaction surveys, 100% of respondents have said they would use HF&H again and would recommend us to other municipal agencies. • The majority of our engagements are received through sole -source processes and result from prior experience with the client or strong referrals from past clients. • In any year, 70% of our clients have previously engaged us within the past two years. • We have received numerous testimonials regarding the quality and effectiveness of our work. Please reference Attachment A for a sample of client testimonials. Project Team The project team was selected based on their areas of expertise to assist the City in achieving its vision. Our project staff has unparalleled expertise in the following areas: April 4, 2018 Page 1 HF&H Consultants, LLC 60D-52 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 • Competitive procurement and renegotiation of solid waste services contracts, including RFP preparation, proposal evaluation, and negotiation support; • Rate analysis, cost of service studies, and negotiation of solid waste rates; • Public meetings for City Councils and Boards of Supervisors; • Stakeholder workshops for local community groups; and • Planning, implementing, and monitoring solid waste and diversion programs. Competitive Procurement Engagement Organization Chart Rob Hilton, CMC President Tracy Swanborn, PE Senior Project Manager __ Laith Ezzet, CMC Senior Vice President Primary Contact/ Project Director Engagement %: 25% Engagement Advisors Engagement %:15% Debbie Morris Senior Project Manager Secondary Contact/ Project Manager Engagement %:35% Philip Mainolfi Senior Associate Project Analyst Engagement %: 25% April 4, 2018 Page 2 60D-53 HF&H Consultants, LLC City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Laith Ezzet, CMC®, Senior Vice President Project Director Mr. Ezzet is a Certified Management Consultant and Senior Vice President of our Southern California solid waste consulting practice. Mr. Ezzet has 30 years of experience as an economist and solid waste consultant and has assisted over 100 public agencies to plan, implement, and monitor their recycling, organics, and solid waste collection, processing, and disposal programs. During the course of these engagements, he has presented to or participated in more than 200 public workshops and public meetings for City Councils, Boards of Supervisors, and citizens' advisory groups. Mr. Ezzet is a past member of the Board of Directors of the California Resource Recovery Association, and, for over 20 years, has served as a Director of the Southam California Founding Chapter of the Solid Waste Association of North America. Procurement Experience Mr. Ezzet has managed numerous procurement engagements for recycling, organics, and solid waste services contracts, including RFP preparation, proposal evaluation, and negotiation support. Examples of clients for whom he has helped to obtain new recycling, organics, and solid waste services contracts include the cities of Anaheim, Beverly Hills, Bellflower, Cerritos, Dana Point, Diamond Bar, Hermosa Beach, Huntington Park, Imperial Beach, Indian Wells, Inglewood, Lake Forest, Lawndale, Long Beach, Manhattan Beach, Mission Viejo, Newport Beach, Norwalk, Orange, Palm Desert, Palmdale, Pico Rivera, Rancho Palos Verdes, Rancho Cucamonga, Rancho Santa Margarita, Redondo Beach, Riverside, Santa Clarita, Tustin, West Hollywood, and other. He has negotiated recycling, organics, and solid waste agreements with a total value In excess of $2 billion. The competitive collection procurements managed by Mr. Ezzet have a total value in excess of $1 billion, and he has saved public agencies more than $200 million, with some agencies saving up to 40%. The majority of the procurement and franchise agreements engagements directed by Laith include organics collection and processing services and rate setting for organics. In addition, Laith has designed RFP and contract provisions that require or incentivize organics recycling including diversion performance standards and technical assistance programs for businesses and multi -family accounts. In the case of jurisdictions, such as Whittler and Diamond Bar, that currently do not offer food scraps collection for single-family customers, Laith negotiated provisions in the franchise agreements to include food scraps collection when required by regulations and pre -negotiated the cost/rate impact for these services. Solid Waste Rate Studies and Audits Mr. Ezzet has provided expert solid waste advice to over 70 cities and counties In the areas of rate analysis, cost of service studies, program planning and funding, and negotiation of solid waste rates. Examples of clients whom he has assisted with fee audits, performance audits, contract compliance audits, and solid waste rate analysis of both existing and proposed services, include the cities of Anaheim, Arcadia, Bellflower, Beverly Hills, Burbank, Chandler, Covina, Dana Point, Downey, EI Monte, Fullerton, Glendale, Hermosa Beach, Hesperia, Indian Wells, Indio, Inglewood, La Palma, Laguna Beach, Laguna Niguel, Long Beach, Monterey Park, Orange, Palm Springs, Pasadena, Pomona, Redondo Beach, San Bernardino, San Clemente, San Juan Capistrano, Santa Clarita, Santa Monica, Torrance, and April 4, 2018 Page 3 HF&H Consultants, LLC 60D-54 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 others. During the course of these and other engagements, Mr. Ezzet has directed the auditing of financial and operating records at approximately 100 solid waste companies throughout Southern California' Diversion Programs and Contract Management Mr. Ezzet has helped more than 30 public agencies to monitor and evaluate their recycling and waste diversion program requirements in order to comply with the State's waste diversion goals, and negotiated revised franchise agreement terms to enhance recycling and waste diversion programs offered in those communities. He has assisted cities develop waste and recycling tonnage reporting formats and related auditing requirements for both exclusive franchise agreements and non-exclusive service arrangements. He assisted the City of Los Angeles in evaluating the feasibility of achieving its 70% diversion plan. He has assisted agencies to manage their solid waste collection and recycling contracts, including the cities of Bell Gardens, EI Monte, Huntington Park, Inglewood, Irvine, Lawndale, La Quints, Newport Beach, and others. He has assisted numerous agencies to plan, negotiate and/or evaluate organics recycling programs to comply with AS 1826, including the cities of Anaheim, Aliso Viejo, Inglewood, Lawndale, Norwalk, Palmdale, and the counties of Santa Barbara and San Bernardino. Surveys Mr. Ezzet is intimately familiar with solid waste rates and service arrangements In Southern California, having surveyed over 200 jurisdictions in the region. He directed a survey of solid waste rates and services in the 100 largest U.S. cities, the results of which were published in several Industry journals. He completed a study, sponsored by the Solid Waste Association of North America, of solid waste services provided by the 100 largest municipal service providers of collection and disposal services in North America. Rob Hilton, CMC®, President Engagement Advisor Since 2002, Rob Hilton has provided recycling and solid waste consulting services to public agencies in projects covering a wide range of strategic, operational, programmatic, contractual, and financial issues. Mr. Hilton's background in public policy and administration and his involvement in over more than 300 projects for more than 110 agencies, primarily in California, gives him an understanding of the diverse conditions within the industry as well as the local market context that shapes each client's unique needs, Rob will serve as an Engagement Advisor for this project. Diversion Studies/Zero Waste Planning Rob also leads HF&H's zero waste/high diversion planning team in support of clients who are looking to improve their materials management performance through policy, program, facility, economic, and/or behavior change efforts. Rob has assisted forward -thinking and leading- edge "Zero Waste" communities like San Jose, Fresno, San Diego, Berkeley, Santa Monica, and Oakland with plans and system/program designs to help them make the next steps in their achievement of their unique vision for a zero waste future. Every one of these plans has included significant cost and diversion analysis of options for recovering organics from the disposal stream and providing approaches to funding the system. April 4, 2018 . Page 4 HF&H Consultants, LLC 60D-55 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 In addition, Mr. Hilton has presented several papers to industry organizations on the subject of how to develop sustainable funding strategies that support a zero waste system. These papers are the result of research and projects conducted by HF&H on behalf of clients like the Alameda County Waste Management Authority, Monterey Regional Waste Management District, Kern County, the City of San Diego, and Sonoma County; all of whom have high diversion goals but fund their programs largely off of landfill disposal Funding Strategies for High Diversion/Zero Waste Mr. Hilton has lead Statewide efforts to create a new, sustainable business model for recycling and waste services that assures more financial stability for both ratepayers and service providers, while maintaining the service provider and generator incentives required to achieve higher levels of diversion. Working with leading service -provider public agencies like Santa Monica, Santa Cruz County, San Diego, and the Monterey Regional Waste Management District, Rob has created contextually appropriate strategies for de -leveraging waste -based funding sources, diversifying funding sources, creating Proposition 218/26 compliant funding sources, and ultimately providing greater stability for both ratepayers and service providers. In addition to work with public agency service providers, Rob has worked with other high -diversion and zero waste communities like Fresno, RecycleMore, and StopWaste.Org to create sustainable franchise compensation and rate models that encourage high levels of customer participation and diversion. In the past several years, developing funding for organics facilities has been a key feature of funding strategies that HF&H has prepared for several clients including the Counties of Santa Cruz and San Diego and the City of Oceanside. On January 1, 2018, the County of Santa Cruz will begin the first SB 1383 fee in the State, providing over $800,000 per year in funding for the development and operation of a County -owned organics processing facility. Procurement and Contract Negotiations Mr. Hilton leads HF&H's contracting team in support of more than a dozen communities each year who are either competitively procuring or negotiating solid waste collection, processing, and/or disposal contracts. Rob specializes in working with large and multi Jurisdictional agencies like the City of Fresno and the Monterey Regional Waste Management District through their more complex and publicly -scrutinized procurement processes. He has also excelled in serving smaller communities like the Old Sacramento Historic District and the Golden Hills Community Services District, which have very unique service conditions and requirements. Mr. Hilton has served as either HF&H's Engagement Director or Manger on more than 60 contractor procurement and negotiations projects. Through these projects, he has managed evaluation of hundreds of cost proposals from companies providing organics collection and processing services and crafted RFP policies and franchise agreements that include provisions requiring organics collection and processing and/or promote development of infrastructure. These procurement projects and franchise negotiations also include development of rate structures, many of which he has designed to provide incentives for organics program participation. April 4, 2018 Page 5 HF&H Consultants, LLC 60D-56 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Debbie Morris, Senior Project Manager Project Manager Debbie Morris will substitute as the City's primary contact in the event that Mr. Ezzet is unavailable. Ms. Morris Is a Certified Management Consultant and Senior Project Manager in our Southern California solid waste consulting practice. Ms. Morris has specialized in consulting to government clients on solid waste issues for more than 25 years. Ms. Morris' experience includes assistance with diversion studies, zero waste planning, AB 939, AB 341, AB 1826 and other legislative compliance, solid waste and diversion program implementation and monitoring, solid waste and recycling contract development and management, grant management and administration, greenhouse gas inventories, audit services, rate reviews, illegal dumping/bulky item abatement program development, and construction and demolition debris ordinance preparation and monitoring. Solid Waste Legislative Compliance Ms. Morris' legislative compliance experience includes AB 939, AB 341, AB 1826 and AB 1594 compliance strategic planning, annual report preparation, base -year adjustments, requests to use alternate adjustment factors, and disposal reconciliations. Jurisdictions assisted by Ms. Morris were able to document a significantly improved diversion rate (from three to 20 percentage points) and none of these jurisdictions have received a compliance order from CalRecycle. Ms. Morris has assisted her clients in preparing for the Mandatory Commercial Recycling Regulation included in Assembly Bill 341. This assistance has included gathering current commercial refuse and recycling service level data from the cities' haulers, documenting the number of accounts covered under the regulation, calculating the current level of compliance and appropriate recycling service fees, and developing public education and outreach materials. Ms. Morris is currently assisting jurisdictions in complying with the requirements of AB 1826. This assistance has included developing public education and outreach, determining affected businesses, reviewing and negotiating proposed rates and contract amendments, and gathering and presenting data to CalRecycle. High-Diversion/Zero Waste Planning Ms. Morris has assisted her clients in the development of strategic plans to achieve their high diversion or zero waste goals. Ms. Morris has managed various waste diversion feasibility studies to Identify cost- effective programs to reach diversion goals. This work has included analyzing the effectiveness of existing diversion programs and identifying potential new programs needed to achieve higher diversion goals. Some studies have also included surveys of other cities in California to discover which types of diversion programs were most effective at reducing waste. Ms. Morris conducts research on the design of residential and commercial diversion programs to discover program characteristics that lead to the highest diversion percentages and lowest cost to ratepayers. Her expertise Includes strategically Incorporating programs which provide the most benefit based on a jurisdiction's demographics and waste stream characteristics. April 4, 2018 Page 6 HF&H Consultants, LLC 60D-57 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Ms. Morris has assisted the cities of Santa Monica and Beverly Hills In the development of their zero waste plans. This assistance has included benchmarking existing programs, Identifying areas for improvement, estimating existing and proposed program diversion potential and cost, and presentations and meetings with stakeholders and city councils. Construction and Demolition Diversion Ms. Morris' construction and demolition debris diversion program experience has included ordinance development, California Green Building Code compliance assistance, stakeholder meetings, council representation, staff training, public outreach and education, and program administration and monitoring. Additionally, Ms. Morris assists her clients by updating their ordinances and diversion documentation to comply with the CalGreen three year updates. Ms. Morris has developed a program to assist jurisdictions in implementing a construction and demolition debris diversion program from conceptual development through Ms. Morris also assists the jurisdiction with staff program training and assistance, develops a public education and outreach program, and monitors the success of the program. Tracy Swanborn, P.E., Senior Manager Engagement Advisor Tracy Swanborn, a Senior Manager with HF&H, has more than 27 yeas of solid waste and recycling consulting experience assisting municip agencies. She received a civil engineering degree and is a registers professional engineer. Her expertise is in planning recycling composting, and landfill diversion programs and policies; collectgoi transfer, processing and disposal services procurement; contra development; and negotiations. Tracy will serve as an engagemei advisor on this project. High-Diversion/Zero Waste Planning Ms. Swanborn has extensive experience preparing high diversion plans and program assessments, conducting program cost and rate comparison benchmarking analyses, and providing recycling program assistance. As an HF&H project manager, she has recently finished up a year-long High Diversion/Zero Waste Plan project for the County of San Diego. This project involved assessment of current conditions; development of a menu of program and policy options; analysis of cost, diversion, and greenhouse gas impacts for short-listed programs; formation of recommendations; and preparation of a Strategic Plan. This work included a costlbenefit analysis of numerous organics waste reduction programs focused on SB 1383 compliance including food waste prevention and food donation programs. Additionally, she recently completed a cost/benefit analysis for the City of San Ramon that includes evaluation of several organics reduction programs such as organics collection for all multi -family properties, mandatory recycling and organics ordinance and enforcement, wet/dry collection, and mixed materials processing. Tracy Is currently managing development of the City of Elk Grove 20 -Year Long -Range Strategic Plan that will be designed to include programs and policies to meet SB 1383 requirements. As part of the Elk Grove project, she evaluated the cost impacts and diversion potential of organics collection and processing April 4, 2018 Page 7 HF&H Consultants, LLC City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 programs and will be developing a funding strategy for new programs. In addition, she is currently managing an SB 1383 planning project for RecycleSmart (also known as the Central Contra Costa Solid Waste Authority) that will include estimates of organics collection and processing program infrastructure and operating costs for new programs to meet SB 1383 requirements. Ms. Swanborn managed the preparation of the City of Livermore's initial High Diversion Strategic Plan, which mapped out a strategy for 75% diversion and identified the best use of grant funding available for the diversion efforts. She also led the diversion and cost analysis efforts for the Mountain View Zero Waste Plan and the Milpitas Solid Waste Master Plan. In 2010, Ms. Swanborn's diversion planning efforts were focused on managing the development of San Leandro's High Diversion Plan. The efforts included an extensive review and analysis of program options and development of an Action Plan that provided a roadmap to take the City all the way to its 75% diversion goal and beyond in support of the City's Climate Action Plan. Procurement Experience Tracy has managed or significantly supported over 45 franchise procurement processes and contract negotiations that have focused on achieving high diversion and zero waste objectives. Through these procurement projects and contract negotiations, she has designed RFP and franchise terms and conditions designed to Increase recycling and organics diversion results for jurisdictions. These engagements also included management of the evaluation of the diversion and cost impacts of recycling and organics collection and processing services and evaluation and development of rate structures and rates for recycling, organics, and solid waste services. Example procurement and contract projects Tracy has managed include: RethinkWaste's sole source franchise negotiations; Santa Cruz County's franchise procurement process; RecycleSmart's collection, processing, and disposal procurement process; the City of San Jose's commercial redesign project and procurement; Palo Alto's collection and processing procurement; and, others. Philip Mainolfi, Senior Associate Project Analyst Mr. Mainolfi brings over 10 years of prior financial, accounting, and process automation experience, as well as 5 years of diverse experience in the recycling and solid waste industry. While working for a large southern California collection and processing company, he spent three years managing recycling and solid waste contract compliance for 46 municipalities and government agencies, developing financial models, automating financial reporting processes, designing and developing management reporting tools, and managing external audits. Mr. Mainolfi received invaluable insight into hauler operations, zero waste planning, and public outreach. Mr. Mainolfi has assisted cities in the areas of rate analysis and negotiating organics recycling service rates. He has conducted surveys of commercial organic collection services and rates in the region, offering hirr understanding of implemented and proposed local service rates and programs an Inimitable and how they Impact participation. His analysis of local rates has also included surveying facility gate rates and providing independent pricing strategy consistent with the cost of service. April 4, 2018 Page 8 HF&H Consultants, LLC 60D-59 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 High-Diversion/Zero Waste Planning Mr. Mafnolfi has provided zero waste planning and implementation support for the County of San Diego. His contributions included profiling zero waste systems including the City of San Diego, and the City of Oakland. Mr. Mafnolfi is a CRRA and SWANA certified zero waste practitioner who is currently finalizing certification requirements for training zero waste courses on behalf of these organizations. Program Costing and Diversion Impacts Mr. Malnolfi has assisted in the development of HF&H's proprietary cost benefit model which evaluates the estimated costs and diversion potential of various programs as they apply to particular communities. Recently he assisted Central Contra Costa Solid Waste Authority in evaluating the costs and diversion impacts associated with implementing various organics programs to achieve compliance with anticipated SS 1383 legislation. Mr. Malnolfi has also assisted the County of Orange In estimating costs impacts of diverting organic materials through composting and anaerobic digestion. Section C: Understanding of Need Understanding of Scope of Work The City of Santa Ana's exclusive franchise agreement with Waste Management of Orange County for the collection and handling of solid waste generated within the City expires on June 30, 2020. The City is seeking the assistance of a qualified consulting firm to complete the following tasks: • Review City's Source Reduction and Recycling Element (SRRE), Household Hazardous Waste Element, and Non -Disposal Facilities Element • Review applicable laws related to solid waste, including the City's Integrated Waste Management Ordinance and Municipal Code • Participate in at least three City Council workshops and five City Council meetings • Collect community data on solid waste service levels through one or two surveys, questionnaires, and a minimum of five meetings with homeowners and/or business representatives • Facilitate the development of the Cities green policy and goals • Develop new service specifications based on the set of policies and goals to achieve compliance with all legislative mandates and maintain or improve existing service levels • Develop a request for proposals for the City of Santa Ana Solid Waste Management Services and a sample agreement, including up to three revisions of each document. RFP to establish requirements for a baseline program based on achieving compliance with state mandates, maintaining existing, and new specified service levels. Additionally, a menu of potential innovative and/or green service options, such as Zero Waste programming, shall be provided with the cost being identified individually and separate from the baseline proposal. • Assist in evaluation of proposals and firms April 4, 2018 Page 9 HF&H Consultants, LLC City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 • Participate in up to five negotiation sessions with selected contractor(s) Prepare final franchise agreement, including up to three revisions Special Concerns HF&H desires to ensure a smooth and successful RFP process that can withstand challenges from unsuccessful proposers. For example, a recent RFP process in the City of Whittier managed by another consultant was challenged and the City rescinded the award. HF&H was subsequently retained in Whittier and tasked with negotiating new franchise agreements with two contractors. HF&H RFP processes have not been successfully challenged during over 30 competitive processes conducted by our Southern California office. One important feature of our process is to have the City Council adopt process Integrity guidelines limiting proposer contact to specific City -designated representatives during the proposal evaluation period. We also confirm in writing any unclear terms in the proposals and provide proposers an opportunity to confirm the accuracy of our representation of their proposal before finalizing the evaluation report. This helps to avoid misunderstandings or challenges later in the process. Anticipated Approach TASK 1: Facilitate Development of City's Green Policy and Goals Relative to Solid Waste and Recycling Subtask IA: Review Background Documents/Consult with City HF&H will meet with City Staff to further solicit Input on their current understanding of the City's goals and obtain relevant documents for review. After consultation with City Staff, HF&H will review the existing Source Reduction and Recycling Element (SRRE), Household Hazardous Waste Element, Non -Disposal Facilities Element, and applicable laws related to solid waste, Including the City's Integrated Waste Management Ordinance and Municipal Code, as prescribed. In addition we will review the current franchise agreement, tonnage and diversion reporting, recommendations to staff from previous consultants, and other relevant documents that we may obtain from the City in order to supplement our current understanding of the City's existing solid waste programs and service arrangements. Realizing the Council's desire for a paradigm shift toward innovative environmental programs, our focus during the review of these documents will be a qualitative review of pros and cons under the current system with an emphasis on potential enhancements and options for consideration by the City. HF&H will then prepare a discussion document for our kickoff workshop with the City Council that will include our understanding of trends in the solid waste industry, examples of policies implemented in other jurisdictions, and key resolutions that will affect the development of the City's green policy and goals. At this meeting HF&H will engage the City Council to further understand concerns, priorities or other relevant information that will help shape the City's environmental future. Our meeting document will facilitate an informed discussion of solid waste and recycling, including the latest trends in the industry, existing and upcoming relevant regulatory requirements, and other important developments, and, most importantly, how these items may impact the City and Its solid waste contracting needs. It is important the City have a realistic understanding of not only what is changing in the industry in general, but what is specifically available now and in the relevant future to the City of Santa Ana. April 4, 2018 Page 10 HF&H Consultants, LLC 60D-61 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Subtask 1B: Public Workshops and Meetings The City has requested attendance at up to five community meetings, which may include meetings with residents and stakeholders; we believe that It is imperative to engage these groups early in the process in order to understand their perspective and incorporate their priorities in the City's policy and goals. We will develop a strategy for meeting with various groups and finalize our strategy with City Staff prior to implementation. We will prepare a standard meeting agenda and presentation for these meetings, and provide meeting summaries for each meeting. Examples include the following: • Public Meetings. Public meetings are an effective forum for attracting the most invested members of the community. These meetings provide a great opportunity to engage a wide cross- section of parties that are effected. Engaging with business and apartment associations. Attending business, apartment association, and trade group and association meetings to seek input can be more effective than inviting stakeholders to public meetings because these associations draw their constituents together at their regularly scheduled meetings. During the City's policy planning process, we may use a graphic meeting facilitation method developed by The Grove Consultants International (The Grove). If desired by the City, we can use this technique for one or more meetings depending on the number of participants. The Groves' methods and Vision Planning SystemsTm toolset with are useful in engaging BlawAWSHSHIN Sun Mote zero Waste Man \ eASAl2irl0Af 0 OWN 0 rA1V514=K4PRWaXa bwnn'MOY n1.wls,�MFaY McNnNynWN , nn.try `�imo eca,n>.e a. tm:;%;.roma:" � viv,r:mi P�•n�+-'•s.m ,ru, ,My.urvpey,Ivs.m.rRnrws.l i aXMlWsri n,rtplL. � M�y(r�1+'N/.e/yy, �{p� y Y eu'wwu'Vw.um o rasm i uo PMUMrs taM1fPE7EVC{fS6,r •ONl1AIlON mgrs"Nd'a .. slr t stakeholders and organizing feedback. This approach would involve us facilitating a meeting where participants work together to complete one of The Groves' large-scale (4' by 8') wall graphic templates such as the "Context Map" to work through and document local conditions and context for the Plan; or the "Cover Story' to brainstorm about how the Study will be ultimately presented to the Council and public. These large-scale "maps" will be reduced to 11" by 17" format and can be used to brief others regarding the Plan and to serve as a reference throughout the development of the Plan. An example Big Wave Vision map prepared for the City of San Diego Is provided here. It is also important to note that we have several other methodologies for facilitating meetings, should the City desire a different approach; a representative sample of these methodologies are included below in the section labeled "HF&H Experience with Stakeholder Engagement and Outreach." Subtask 1C: Community Survey The City indicated an interest in surveying the community. During our initial meeting with City Council in Task 1, we will discuss an outreach plan, including groups to be targeted with the public workshops. At that time, we will discuss if and how surveys may play a role in the City's outreach. April 4, 2018 Page 11 HF&H Consultants, LLC 60D-62 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Properly worded and targeted questions are key to a successful survey. We have collected questionnaires completed at community meetings, as well as soliciting survey responses by mail or telephone polling, from cities including Inglewood, Lawndale, Newport Beach, Rancho Palos Verdes and Palm Springs. We have obtained response rates on mailings of up to 30%. Subtask 1D: City Council Workshop i HF&H will lead up to three workshops with the City Council to communicate findings obtained during Subtasks 1A through 1C and confirm Council priorities and issues. These meeting will serve as a forum for HF&H to introduce options for consideration for the City's green policy and goals while simultaneously receiving further Input and feedback from the City Council. Subtask 1E: Create Memorandum Outlining Green Policy and Goals Based on City Council direction, HF&H will prepare a concise memorandum outlining recommended policies and goals. This memorandum will assist in facilitation of the RFP process by providing a concise summation of the City's goals as well as recommended steps toward achieving these goals. Specific program costs will be obtained during the RFP process. Subtask 1F: Attend City Council Meeting HF&H will attend a City Council meeting where we anticipate that the City Council will vote on Implementation of the green policy and goals. Optional Subtask 1G: Develop Comprehensive Zero Waste Operations Strategic Pian As an alternative to developing the memorandum in Subtask D, HF&H will prepare a comprehensive strategic zero waste operations plan that includes: (i) background and context for selection of the recommended programs/policies that will support the City in achieving its diversion goals, (ii) a road map for implementing the programs/policies in terms of the timeline and funding methods, and (iii) serves as a resource for all stakeholders. We envision that the Plan will summarize the findings of the preceding tasks and will document the following items: • Current baseline conditions and programs/policies • The process for analyzing enhancements to the current system and for identifying and analyzing new programs and policies • The full Menu of options from which a short-list of options will be selected • Summary of the stakeholder/community participation process (including an attachment that documents comments received on the Draft Plan) • Implementation of the road map laying out a phased implementation approach and the timing thereof • Planning level cost impacts for significant programs ranked as low, medium and high cost impacts The Livermore High Diversion Plan is provided as a work sample in Attachment C. TASK 2: Provide Programming Recommendations to City Council Subtask 2A: Develop Program Recommendations HF&H will develop a list of programming recommendations to be included in the RFP based on the City's green policy and goals, as well as the input received during community meetings. April 4, 2018 Page 12 HF&H Consultants, LLC 60D-63 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Subtask 2B: Present Findings to City Council We will present our findings to the City Council for the Council to prioritize programs for inclusion in the RFP process. The City has expressed a desire to issue the RFP with required services as well as optional services, and this council workshop will serve as the Ideal forum for deciding which programs to include under each category. Based on our industry experience and proprietary databases we are able to identify the programs that will have a significant Impact on costs or waste diversion verses those that will have only minor Impacts. Subtask 2C: Update Program Selection Based on Council Direction HF&H will update the list of programming recommendations based on input from City Council obtained during Subtask 2B. Task 3 Prepare and Issue Reauest for Proposals Subtask 3A: Gather and Review Operating Data We will collect available data regarding the current services provided. We will prepare data collection forms to assist the City and/or contractor in providing additional information In a user- friendly format. It has been our experience that when proposers are confident about the accuracy of operating data contained in the RFP, they propose lower rates and include fewer contingency costs. Collecting data in this manner also may uncover additional issues, such as poor reporting or low program participation that will help shape the future policies, goals, and RFP. We will review the data gathered for overall reasonableness. Subtask 3B: Prepare Service Specifications, Draft RFP and Agreement Based on the information and direction received in prior tasks, we will prepare the draft RFP, draft the agreement, and criteria to be used in evaluating the proposals received. If the City desires, HF&H will use our exclusive BRAVO approach. ase Proposal '® equired lternatives S. Mptional Proposals April 4, 2018 The BRAVO approach divides services into three categories, base services, required alternatives, and optional proposals. Base services are services that will be required to be provided by the winning bidder should they be awarded the contract. Required alternatives are additional programs that proposers are required to propose on, but the service may not be incorporated by the City if the City determines the benefits outweigh the costs. Finally, the optional proposals allows the proposer to incorporate programs that they believe add value to the City that were not initially Included in the RFP scope. Page 13 HF&H Consultants, LLC City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Subtask 3C: Review by the City Attorney and City Staff, Revise RFP and Agreement up to Three Times , We will submit the draft RFP and agreement to City staff and the City Attorney for review. After City staff has reviewed the documents and provided us with their written comments, we will confer with City staff and make appropriate revisions to these documents up to three times. The draft agreement are included in the RFP as attachments. The City Attorney is requested to make any changes directly to the documents in a strike -and -replace format. The City Attorney will be responsible for confirming that proposed city fees comply with applicable legal statutes such as Proposition 218 and 26. Subtask 3D: Attend City Council Meeting to Approve RFP Package HF&H will attend one City Council meeting at which the City Council will approve the RFP and draft agreement. We will assist City staff with the preparation and presentation of the RFP process and key contracting terms to be requested. Subtask 3E: Solicit Proposals Once the RFP and draft agreement have been approved by the City Council, they can be distributed to potential proposers. We can provide the City with a recommended list of potential proposers to whom the City may send the RFP. Alternatively, to avoid the time, expense and environmental impact of production and mailing of multiple copies of a large document, we recommend that HF&H or the City e-mail the RFP document to all potential proposers and the local waste haulers' association, and other interested parties, We can provide the City with a list of recipients for City records. By e -mailing the document, proposers are immediately notified of its availability, can immediately review the document to determine their level of interest without having to print it out, and can forward it to the appropriate parties within the firm immediately without having to print extra copies. As we regularly distribute our RFPs this way, we may have all or most of these key individuals already on our e-mail distribution list. Subtask3F: Prepare for and Conduct Proposers' Conference We will schedule, along with City staff, a proposers' conference to be conducted shortly after release of the RFP. Potential proposers will have an opportunity to receive clarification of any issues and ask questions at this conference. We will also accept written requests for clarification until a set deadline. We recommend that contact between proposers and the City be controlled and will suggest methods to do so, based on City staff and City Council's desired level of interaction with proposers. Subtask 3 G: Prepare Addenda We will prepare written responses to questions posed at the proposers' conference, or submitted in writing, and prepare any necessary addenda arising from issues posed at the proposers' conference. All questions and responses shall be made available to all proposers in attendance at the conference. TASK 4. Review and Evaluate Proposals Subtask 4A: Review Proposals for Completeness We will perform an initial review of each proposal submitted for compliance with the City s RFP requirements and consult with City staff regarding the handling of incomplete proposals. April 4, 2018 Page 14 HF&H Consultants, LLC 60D-65 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Subtaslc 4B: Evaluate Complete Proposals The specific criteria for which we evaluate the complete proposals will be developed using input received from City staff and the City Council. Based on our experience in other cities, we anticipate evaluating the proposals based on the following criteria: • Exceptions taken to the terms and conditions of the draft agreements; • Proposed total compensation (rate revenue), based on the rates included in the financial section of the proposal; • Experience of the proposers in providing the requested services In other jurisdictions, based on information contained in their proposals; • Financial resources of the proposers, based on information contained in their proposals; and, • Unique proposal features that exceed the RFP's minimum requirements. Subtask 4C: Evaluate Proposed Rates and Operating Assumptions, Perform Fiscal and Rate Analysis We will evaluate the proposed rates and rate revenue, supporting costs, number of route hours, diversion plans and other submitted operating assumptions for reasonableness. We will review each proposers' fiscal stability based on key financial ratlos, ability to provide required insurance and performance sureties, and the financial impact of the growth necessary to assume servicing these contracts. We will present the overall impact of the proposed rate revenue on the City and its rate payers, as well as noting the impact to rate payers at common service levels. It is important not to focus on just a few low rate categories, without determining whether other customers will be similarly impacted. Subtask 4D: Prepare Follow -Up Questions for Proposers After performing our initial review and evaluation, we will provide each proposer with our summary evaluation of the company's individual proposal in order to confirm our understanding of the information presented in the proposal. Subtask 4E: Review Responses and Clarify Unresolved Issues We will review responses received from proposers and resolve any open issues to help ensure that proposers are satisfied with the representation of their proposals. Subtask 4F: Interview Proposers At this stage in the process, usually one, two, or three proposals are more likely to be selected. Along with the City's evaluation team, we will interview up to three proposers, scheduling all interviews on one day. April 4, 2018 Page 15 HF&H Consultants, LLC City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Subtask 4G: Contact References for Recommended Proposer We will contact references provided for the proposer to be recommended to the City Council for award of the agreement. We will summarize the results of the reference checks within the evaluation report. Subtask 4H: Prepare Draft Evaluation Report All proposals will receive a preliminary evaluation. A detailed evaluation is performed of the one or two proposals that appear to offer the most value for the services and costs proposed. Additionally, we will review the overall reasonableness of the operational and financial assumptions contained in the technical section of the proposals selected for detailed evaluation. After our evaluation is complete, we will provide the City with a report describing the evaluation results. Subtask 41: Review City Comments and Prepare Final Evaluation Report HF&H will review and incorporate City comments into the evaluation report and provide a final evaluation report. Subtask 4J: Attend City Council Meeting to Select Contractor for Negotiations HF&H will attend one City Council meeting at which the City Council will select the proposer(s) with whom the City would like to negotiate a franchise agreement. TASK 5: Negotiate With Top Ranked Contractors, and Prepare a New Agreement with Selected Contractor for City Council Approval Subtask SA: Prepare for and Participate in Negotiation Sessions HF&H will participate in negotiation sessions with one or more proposers, up to a total of four negotiation meetings. The fee estimate includes costs for up to four negotiation sessions. The City may prefer to negotiate with multiple proposers at this time, as multiple proposals may appear attractive prior to finalizing the agreement. Proposers are most cooperative when they are still in competition. After finalizing negotiations, we would then assist the City's evaluation team in its determination of a final selection. If the City desires to negotiate further with the final selection, we would assist in those negotiations as well. Subtask SB: Prepare Revised Portions of Agreement Based on the negotiations, we will make up to three sets of revisions to the final agreement negotiated with the selected proposer. The City can then make a decision based on clearly defined contract terms, verses general promises often made in proposals and during negotiations. Also, at award, neither the successful nor unsuccessful proposers can debate what was or was not the final offer to the City. April 4, 2018 Page 16 HF&H Consultants, LLC 60D-67 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Subtask SC: Attend one City Council Meeting for Approval of Final Agreement We will attend the City Council meeting at which the final agreement is expected to be approved. The City Attorney or City Clerk will be responsible for obtaining signatures and completing attachments with the contractor such as bonds and insurance certificates. Section D: Relevant Project Experience and References We have included In this section a vignette of our experience, and relevant projects and references. Client testimonial letters are included as Attachment A at the end of our proposal while a list of clients Is included as Attachment B. Unsurpassed Experience - HF&H Recent Procurement Results The following chart presents 23 competitive contracting engagements completed In the last 5 years, and the results of those engagements. HF&H assisted these clients to enhance their solid waste services, obtain the lowest reasonable rates, and plan for their future solid waste management needs. In addition to these 23 procurements, HF&H has conducted several other procurements In the last 20 years out of our Southern California office with a cumulative $220 million savings to ratepayers (see Attachment D); most of these engagements also Included enhanced services, reimbursement of alt of the city's contacting costs, and/or Increased City revenue. HF&H Summary of Procurement Results in the Last 5 Years Jurisdicflo� Yea; Recommended -• Nevada County 2018 In -progress Castro Valley Sanitary District 2017 In -progress San Ramon 2017 In -progress Santa Cruz County—Organics 2017 In -progress Processing Town of Truckee (sole source negotiations) 2017 In -progress: Tahoe Truckee Sierra Disposal Pleasanton 2017 In -progress: Pleasanton Garbage Service Elk Grove (sole source negotiations) 2017 Republic Services Republic Services Milpitas 2017 Milpitas Sanitation Milpitas Sanitation Santa Cruz County- Collection 2017 Green Waste Recovery GreenWaste Recovery South Bayside Waste Management 2017 Recology Recology Authority (sole source negotiations) Palmdale Waste Management of Waste Management of 2017 California, Inc. California, Inc. (incumbent) (incumbent) Daly City 2015 Recology Republic Services Oakland Waste Management of 2015 Waste Management of Alameda Co. and Alameda Co. California Waste Solutions Union City—Solid waste and 2015 Republic Services Republic Services April 4, 2018 Page 17 HF&H Consultants, LLC City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 organics franchise (sole source Contracting Method Diamond Bar Renegotiation negotiations) Competitive Inglewood Renegotiation and Competitive Union City—recyclingfranchise(sole Renegotiation Manhattan Beach Renegotiation and Competitive source negotiations) 2015 Tri -CED Tri -CED Huntington Park 2014 United Pacific Waste United Pacific Waste Central Contra Costa Solid Waste 2014 Republic Services Republic Services Authority Hayward (sole source negotiations) Waste Management of Waste Management of 2014 Alameda County Alameda County Sunnyvale MRF/TS—Operations Bay Bay Contract 2014 Counties Waste Counties Waste Services, Inc. Services, Inc. West Valley Solid Waste Authority West Valley Collection West Valley Collection (sole source negotiations) 2014 and Recycling and Recycling Golden Hills Community Services District 2013 J. Torres Co. J. Torres Co. Monterey Regional Waste Management District 2013 Green Waste Recovery Green Waste Recovery Newport Beach—Residential Only 2013 CR&Rlncorporated I CR&Rlncorporated HF&H Southern California Office Contracting Experience with Waste Management The following table highlights examples of HF&H's experience assisting Southern California jurisdictions in negotiating sole -source and competitively procured contracts with Waste Management as the incumbent service provider. HF&H Contracting Experience with Waste Management as Incumbent Service Provider ICity Contracting Method Diamond Bar Renegotiation Ranchos Palos Verdes Competitive Inglewood Renegotiation and Competitive La Quinta Renegotiation Manhattan Beach Renegotiation and Competitive Mission Viejo Competitive Orange Renegotiation and Competitive Palm Desert Competitive Lake Forest Competitive Santa Clarita Competitive Experience with Stakeholder Engagement and Outreach Having assisted numerous agencies with franchising -related projects in recent years, HF&H is very familiar with the questions and comments stakeholders typically have, and sensitivities that must be navigated. HF&H also understands the importance of transparency when facing a system redesign, and therefore appreciates that the City has identified stakeholder outreach as a key element of this project. HF&H has performed this sort of outreach a number of different April 4, 2018 Page 18 HF&H Consultants, LLC City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 ways for many communities throughout the State. Depending on factors such as timing and the desired depth and range of outreach, there are trade-offs to consider, and as such, selecting a consultant with significant experience in this area is critical in designing an effective outreach plan. HF&H recognizes that real data from the public can be an invaluable resource in evaluating what franchising options will be best suited for the City. HF&H has performed surveying work for several agencies in recent years, and will build upon what we have learned to solicit, analyze, and report data from businesses and other stakeholders in Santa Ana. When we supported the City of San Jose with its analysis of commercial franchise options and then its transition from a non-exclusive franchise system to an exclusive commercial franchise system, we helped the City plan its public input process; developed a 20 -question survey to solicit Input from businesses about their recycling needs, service priorities, and cost of service; and, drafted a 70 - question survey for the City's 24 non-exclusive haulers to complete regarding the services provided and preferences regarding the future franchise system and policies. In 2014, HF&H used surveying and field assessment strategies to assist the City and County of Sacramento in better understanding how the current system was functioning, particularly how well commercial and multi -family customers were being served, and to aid City and County staff and elected officials in establishing a baseline from which to develop the future of the program. Most recently, in 2016, HF&H used a combination of online surveys and targeted public workshops specifically to engage commercial customers in San Diego County and the Town of Truckee. Nearly all of our outreach project descriptions below provide several examples of projects that highlight our experience engaging stakeholders and providing public outreach. Examples of HF&H Experience with Stakeholder Engagement and Outreach Slient d ProJect Title Engagement and s .. City of San Diego • 8 iterative stakeholder meetings Zero Waste Plan City of San Diego • Forming and working with solid waste advisory committee Long -Range Resource Management Plan County of San Diego • Online survey of commercial/residential customers High DiversionJZero Waste Strategic Plan • 6 public workshops Including 1 livestreaming meeting 0 1 commercial stakeholder workshop • 4 one-on-one hauler meetings and 1 haulerworkshop • 5 special interest group meetings City of Los Angeles • 8 stakeholder meetings with business, industry, Hauler Franchise Initiative environmental, and community groups City of San Jose • Online survey of commercial customers Commercial Solid Waste System Redesign • Development of a strategy for public meetings • 1 business association workshop • Facilitation of evaluation panel with commercial sector representatives City and County of Sacramento • Online survey of commercial /multi -family customers and Commercial System Review property managers • On-site observations at business/multi-family premises • 5 workshops with businesses, business associations, haulers April 4, 2018 Page 19 HF&H Consultants, LLC 60D-70 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Client d Project Title Engagement andO CalRecycle and Institute for Local • 3 public workshops Government • 1webinar High Diversion Rates and Compensation Workshops City of Mountain View . Online survey of commercial and residential customers Zero Waste Planning • 2 public workshops City of Milpitas • Online and phone survey of residential customers Procurement • 8 public meetings and Council workshops Castro Valley Sanitary District • Partnered with District communications and outreach Less -Than -Weekly Refuse Pilot specialist MRWMD • 11 City Council workshops/public meetings Procurement County of Alameda • Survey of residential customers Hauler Regulation System County of Santa Cruz • 4 public workshops regarding system design Franchise Procurement Town of Truckee • Online survey of commercial/residential customers New Franchise Procurement •1Commercial stakeholder workshop • 1 Town Council workshop • 2 homeowner association meetings County of San Joaquin • 1 hauler workshop Business Planning Assistance Golden Hills Community Services District • 1 Board workshop/Public meeting Competitive Procurement . 1 community workshop (on-site at senior facility) City of Redondo Beach • 13 public outreach meetings Competitive Procurement • Council District meetings Rancho Palos Verdes • Customer surveys Competitive Procurement • Stakeholder meetings City of Los Angeles • Stakeholder meetings Competitive Procurement Representative Projects and References Below is a representative sample of relevant projects completed by HF&H Consultants: City of San Diego Client Needs Zero Waste Strategic Plan (2012-2014) The City of San Diego (City) is an acknowledged leader in the management of solid waste and the municipal provision of service. HF&H completed a long tern solid waste options plan for the City's municipal residential collection, non-exclusive franchise commerical colletion, contracted post -collection processing services and municipal disposal services. April 4, 2018 Page 20 60D-71 Highlights: • Develop zero waste vision statement and Implementation • Eight iterative stakeholder meetings utilizing graphic facilitation methodology developed by the Grove Consultants International City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 With the election of a new Mayor, opportunities were created for San Diego to assume a leadership role in Zero Waste. Based on HF&H's knowledge of City operations and costs as well as its experience with Zero Waste planning throughout the State, the City selected HF&H to prepare the City's Zero Waste Pian. The plan has a goal of achieving 75% diversion by 2020 on its way toward Zero Waste in 2040. The City/HF&H team developed a three phase approach to assist the City in realizing their Zero Waste goals: • Assess current progress toward Zero Waste and develop strategies to achieve Zero Waste. • Develop consensus on specific actions to be taken and a sequence and schedule of program implementation. • Implementation and assistance. HF&H Solution The engagement commenced with the development, using graphic meeting facilitation techniques, of a consensus regarding the context, vision of and work plan for developing the Zero Waste plan. HF&H also performed the following key tasks with the City staff and incorporated stakeholder input: • Structuring the data collection and analysis of current conditions to document progress toward Zero Waste. • Surveying 18 leading Zero Waste communities nationwide for best practices. • Preparing a draft Zero Waste vision statement and resolution for approval by City Council. • Developing strategies for achieving Zero Waste. • Assisting in briefings and presentations to the Mayor and Council Members/Council Committee. City of Santa Monica Zero Waste Strategic Plan (2011-12) Client Needs In June 2009, the City of Santa Monica's City Council directed staff to develop a Zero Waste Plan to support and refine Santa Monica's current waste diversion operations. Santa Monica provides municipal solid waste collection services to the residential, multi -family and commercial sectors. Santa Monica is an acknowledged leader in the implementation of environmental programs. Santa Monica 2010 diversion rate was 68%. In 2011, Santa Monica released a competitive RFP to develop a Zero Waste Strategic Plan (Plan) identifying new policies, programs and infrastructure needs to surpass the 70% diversion goal established in their 2010 Sustainable City Plan. The Plan is also Intended to reduce GHG emissions while minimizing the financial and environmental costs of the existing solid waste system. Client Reference Ms. Kim Braun (Now with Culver City) (310) 253-6421 Highlights: • Four-phase zero waste plan • Develop alternative policies and programs through stakeholder engagement • Rate structure analysis April 4, 2018 Page 21 HF&H Consultants, LLC 60D-72 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Santa Monica selected the team of HDR Engineering and HF&H Consultants to prepare the Plan and to have HF&H tailor its proprietary Zero Waste/High Diversion Financial Model to Santa Monica. The HDR/HF&H team developed a four-phase approach to assist Santa Monica In realizing their Zero Waste goals: • Establish a baseline of Santa Monica's current diversion and disposal programs. • Formulate Santa Monica's Zero Waste guiding principles and establish milestones for achieving diversion goals and other environmental objectives. • Develop, through a stakeholder process, alternatives for Santa Monica's policy, programs and Infrastructure. • Develop a financial analysis and rate review model to be incorporated into the Plan. HF&H Solution Financial and Cost Analysis HF&H developed the financial, cost and rate structure analyses. HF&H performed a robust analysis of implementation costs associated with programs selected by Santa Monica staff following initial analysis. HF&H staff used our Zero Waste/High Diversion Financial Model to: calculate current program performance statistics; compare Santa Monica's program performance to other benchmarks; and estimate implementation costs, and diversion goals for selected programs. Rate Structure Analysis HF&H and Santa Monica determined which programs are logical to fund through customer rates and which programs should be funded through other sources. HF&H calculated the percentage Impact on customer rates for each of the selected programs, and modeled the rate impacts over the planning horizon in order to prioritize programs and schedule implementation to manage the associated rate impacts. HF&H was subsequently retained by Santa Monica to perform a rate study including an evaluation of the current rate structure and the impact of Zero Waste programs on customer rates under alternative kiructuresIPM1j City of Diamond Bar Contract Negotiations (2008 and 2016) Project Description Client Reference Waste Management provides exclusive residential solid waste collection services and Valley Vista Services provides exclusive Mr. Ryan McLean (909) 839-7016 commercial solid waste collection services in the City of Diamond Bar. In 2008, HF&H assisted the City in renegotiating the solid waste collection agreements with Waste Management Engagement Highlights and Valley Vista Services. These agreements include significant new diversion requirements and other contract terms. The City • Minimum hauler of Diamond Bar retained HF&H in 2009 and then again in 2016 diversion requirements to assist In renegotiating with their current haulers. • Implemented organics program HF&H Solution • Mixed waste processing of all bins and roll -offs April 4, 2018 Page 22 HF&H Consultants, LLC 60D-73 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 In 2008 and in 2016, HF&H assisted the City of Diamond Bar with the renegotiation and enhancement of their current agreements with Waste Management and Valley Vista Services. Agreement enhancements Included: • Mixed waste processing of all bin and roll -off customer waste under the commercial agreement. • Implementation of an organics program in compliance with the requirements of AB 1826, and associated rate adjustments (if applicable); • An updated rate adjustment methodology; • Increased construction and demolition debris diversion requirement; • Development of an attainable hauler -collected diversion requirement; • Requirements for the collection and safe disposal of household hazardous waste material from multi -family residents; and, • Implementation of a City fee to pay for school environmental assemblies and education. City of Whittier Contract Negotiations (2017) Project Description The City of Whittier contracts for exclusive solid waste collection services with Athens Services (Athens) and Republic Services (Republic). The existing interim agreements began July, 2016 and will expire October 31, 2016. Prior to implementation of the interim agreements, the City of Whittler's Public Works Department provided municipal solid waste collection in one exclusive area of the City, and Republic served another exclusive area. Following a competitive RFP process, the City awarded interim agreements to Republic and Athens, with Athens taking over the City's previous service area, and Republic continuing in the area it historically served. The City desired to negotiate new long-term solid waste agreements. HF&H Solution Client Reference Mr. David Schickling (562)567-9504 Engagement Highlights • Transient encampment clean-up • Porter service for downtown area provided by contractor HF&H worked with City staff and City Council Subcommittee to assist with the development and negotiation of long-term agreements with Athens Services and Republic Services. Agreement enhancements included: • A review of overall level of compensation, as measured by customer rate revenues and net contractor rate revenues; • Revised rate adjustment methodology; • Low emission vehicles; • Transient encampment clean-up; • Collection of bus shelter containers; • Household hazardous waste, composting and donation special events; and, • Refuse disposal requirement to use facility located within City. • Porter service for downtown area provided by contractor. April 4, 2018 Page 23 HF&H Consultants, LLC 60D-74 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 City of Newport Beach Competitive Contract Procurement (2013) Project Description City crews provided the City's residential collection services. Per the City's charter, the City may not charge most of its residents for refuse collection. Escalating City costs prompted the City to review many City -provided services. The City operates a transfer station, but only uses approximately half of the available capacity. The City retained HF&H to determine City costs that would be eliminated if the City were to privatize and to evaluate possible savings from outsourcing. We were subsequently retained to conduct a competitive RFP process for solid waste collection. HF&H Solution Client Reference Mr. David Kiff City Manager, Retired i Engagement Highlights • $16 million in cost savings • Implementation of automated cart and recycling collection • Enhanced services, including HHW HF&H determined the City's current costs of operations, and collection conducted a competitive procurement for services under two Minimum diversion collection scenarios: manual single stream collection and requirements automated two -cart collection of refuse and recyclables. also requested proposals to operate the City's transfer station to generate additional revenue for the City. The City privatized service and awarded a contract to CR&R Waste Services. City of Redondo Beach Competitive Solid Waste Contract Procurement (2011) Project Description and Contract Negotiation (in Progress) Client Reference The City's exclusive residential and commercial solid waste Mr. Jon Emerson, Retired agreement was expiring and the City retained HF&H to conduct a (310) 702-3098 (mobile) competitive procurement process for a new collection agreement. HF&H Solution HF&H assisted the City in conducting 13 public outreach meetings to enable the City Council to decide on future solid waste programs. HF&H drafted an RFP and agreement to address the City's concerns, soliciting long term disposal options and innovative diversion programs. The City received five quality proposals from solid waste companies. HF&H assisted the City in completing agreements with two of the proposers for Council consideration. The contract was awarded to Athens Services. We are currently assisting the City in negotiating an extension to their agreement. Engagement Highlights • 13 Public Outreach Meetings • 75% diversion of hauler -collected waste • Residential and Restaurant Food Waste programs • 6% reduction in rates April 4, 2018 Page 24 HF&H Consultants, LLC 60D-75 _City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 City of Inglewood Contact Negotiations/ Competitive Solid Waste Contract Procurement and Contract Management (2012 to 2018) Project Description In 2004, the City retained HF&H to negotiate an agreement that lowered rates, fixed residential increases for three years, and limited disposal cost increases. The City again retained HF&H in late 2011 to assist the City in obtaining a new agreement. The City wanted to offer the existing hauler an opportunity to negotiate an agreement, prior to the City seeking competitive proposals. However, time was limited. HF&H Solution HF&H entered negotiations with the current hauler, Waste Management, and presented the company's best offer within 60 days. The City opted to seek competitive proposals. HF&H then immediately drafted and released a Request for Proposals, including a draft agreement, in order to quickly obtain proposals Client Reference Ms. Angela Williams (310) 412-8722 Engagement Highlights • 100% increase in the diversion of hauler - collected waste • $5 million up -front City fee in time for a possible transition prior to expiration of the current contract extension. The agreement included requirements to improve diversion and service requirements, while meeting relevant funding needs. The contract was awarded to Republic Services. We were subsequently retained to assist in monitoring of the franchise hauler's performance. City of Palmdale Competitive Solid Waste Contract Procurement (2016-2017) Project Description In 2015, the City elected to not automatically extend the contract with Client Reference the exclusive residential and commercial solid waste hauler, Waste Mr. Ben Lucha Management. The existing agreement was also linked to a separate landfill host fee arrangement which would expire concurrently. The (661)267-5308 City needed a comprehensive, modern agreement tailored to the City's needs. The City also wanted to seek potential development of new solid waste facilities within the City. The City retained HF&H to conduct a competitive procurement process for a new collection agreement and potential partnerships with proposed or existing facilities. HF&H Solution HF&H assisted the City in determining the services and contract terms best suited to the City's needs, drafted a Request for Proposals, including the draft collection agreement, and managed the competitive RFP process, Including proposal evaluation and contract negotiations, April 4, 2018 Page 25 60D-76 Highlights • 35% diversion of hauler -collected waste • Soil voucher program • Increase in City funding • New organics processing facility within City • New host fee HF&H Consultants, LLC City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Project Results HF&H obtained two competitive proposals with enhanced services and increased City revenue, at a cost that Is less than or simllar to the current overall cost of services. The costs to the City associated with the procurement were reimbursed by the new contractor. The City obtained new contract terms including a guaranteed 35% diversion rate for hauler -collected solid waste by the fifth year of the contract, soil voucher program, optional residential cart -lock service, expanded bulky item pickup program, and an Increase in City revenue of approximately $480,000 per year. The City selected the incumbent hauler, who proposed to build an organics processing facility within the City limits. SCOPE OF SERVICES AND SCHEDULE Available Capacity The HF&H team members outlined In our proposal have the scheduled availability and capacity to complete the described tasks from this proposal within the timeframes listed below. Our firm has a proven track record for completing projects, exceeding expectations, and meeting deadlines. We further certify that we have the expertise, experience and understanding of the time and resources necessary to complete the tasks mentioned herein. April 4, 2018 Page 26 HF&H Consultants, LLC 60D-77 City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 COMPETITIVE PROCUREMENT SCHEDULE" *Assumes start date by July 1, 2018 April 4, 2018 Page 27 HF&H Consultants, LLC �. 1 Activity i Party Tars et Date 1 Initiate project City, HF&H Month 1 2 Review existing documents, Identify key service Issues and meet with City staff HF&H Month 1 3 Def inescope of services and gather operating data City, HF&H Month 4 Develop Community Meeting plan/schedule City, HF&H Month 2 5 Review hauler operating data HF&H Month 6 Community Outreach and Public Workshops with City Council City, HF&H Months 3-5 7 Prepare memorandum outllning City's green policy and goals HF&H 6 8 Prepare RFP and draft agreement HF&H Months 6.7 9 Seek Input on agreement from City staff, Attorney and potential proposers All Month 8 10 Prepare revised RFP and draft agreement HF&H Month 9 11 Present RFP package to Council for approval, and distribute to proposers City, HF&H Month 10 12 Conduct pre -proposal conference City, HF&H Month 11 13 Prepare addenda HF&H Month 12 14 Submitproposals Proposers Month 13 15 Evaluate proposals City, HF&H Months 14-15 16 Contact references and finalize evaluation HF&H Month 16 17 Select contractors fornegotiations City Month 17 18 Conduct negotiations and resolve exceptions to agreement HF&H, City, Months 17-18 Proposer(s) 19 Present negotiated agreement to Council for approval Council Month 3.8 20 Orderequlpment, distribute educational materials, conduct Informational Contractor 6months meetings and prepare fortransition 21 Initiate roll-out of new service I Contractor I July 1, 2020 *Assumes start date by July 1, 2018 April 4, 2018 Page 27 HF&H Consultants, LLC �. 1 City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 ATTACHMENT A: April 4, 2018 CLIENT TESTIMONIAL LETTERS Page A-1 60D-79 HF&H Consultants, LLC City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 .,it✓t cni ifannin March 29, 2043 To Whom R May Concern: HF&H Consultants has provided recycling and solid waste consulting services to the City of Livermore since 4997 on approximately 40 different projects. Since I joined tine City in 2013B, I have worked %VA h HF&H on a number of those projects, including: • Conducting a competi0ve RFP process in 2008 which resulted In several new programs and program enhancements that have facilitated significant improvements in the City's recycling and organics diversion overfhe past several years, • Analyzing the impacts on rates, diversion, and service levels resulting from the Implementation of a county -wide nkandatory recycling and composting ordinance, • A long-range strategic planning effort in 2042 to understand the policies, programs, facilities, funding, and outreach required to achieve the City's W/o Diversion Goal; and, • Supporting the City in analysis of some of file franchise hauler's compensation requests. I work with a number of different consultants on different types of projects and I have been Impressed with the quality of HF&H's team and their work_ I have found HF&H staff to be consistently proficient, knowledgeable, and accessible_ Their team engages all stakeholders, from City Councihnembers to haulers, In a professional and respectful manner. HF&H staff are always willing to fully explain DieIrfindingis and propose Innovative solutions. 1 would highly recommend their services. sincerely, lGt,2rs�'rQGI�`1- dudy Ertandscn Public Works Manager Rvbiia Wosba r]epniemeot 35DDRo➢rz�cen Puk Raui •L:osemosq CA 4}SSD }wrveitg>flivvmoze.nae April 4, 2018 Page A-2 HF&H Consultants, LLC City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 IliA,tNhlll li�l nw,•. y :w° City of Diamond Bar 21814 Copley Drive. Diamond Bar, CA 91765.4178 (909) 839.7000. Fax(9091861.3117 w um.01amooa mCAgov April 4, 2018 Page A-3 HF&H Consultants, LLC L' 1�46 February 28, 2017 Lalih Ezzet, CMC Senior Vice President HF&H Consultants, LLC 19200 Von Kannart Avenue, Su€te 360 Irvine, CA 92612 Dear Lalth. On behalf of the City of Diamond Bar, I would like to convey my appreciation to you and the HF&H Team for providing professional and technical expertise during the successful contract negotiations with Waste Management and Valley Vista Services_ The negotiations were completed on time, within budget, and ultimately approved by the City Council well in advance of the agreement expiration. The City of Diamond Bar has utilized the services of HF&H on more than one Jimmy Lrn occasion, providing the community with robust services at competitive rates. The 't°O' recent negotiations solidified the work that was performed during the City's last Ruth M. Low negotiating period, but also included some notable enhancements: AfayorFroTem > No ratepayer Increases for Bre first year of the amended agreement Carol Herrera Continued Franchise and AS939 revenues. Counen Member' > Additional revenues for street sweeping services. NanWA. Lyons D New Organics programs Dial comply with AB 1826 requirements. CouncRAIWMer > Continuation of curbside HHW and bulky Item pickups. ^r Focus on accountability, including reporting and performance audits. Steve Tye Count Member This letter serves not only as a reference for your professionalism and high quality of work, but as confinnation that the HF&H Team provides results that ultimately benefit the City, its residents and businesses we serve. Thank you again for the opportunity to work with you and the HF&H Team. I am available to discuss specifics by phone at 909.839.7010 or by email at rmclean@diamondbarca.gov. Sincerely, RaMcLeeaann, Ass tont City Manager April 4, 2018 Page A-3 HF&H Consultants, LLC L' 1�46 City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 DIA@1U11'D BAR Ron Everett Mayor Carol Herrera Mayor Pro Tem Wen P. Chang Council Member Jack Tanaka Council Member Steve Tye Council Member April 4, 2018 August 11, 2009 City of Diamond 21825 Copley Drive. Diamond Par, CA 91765-4178 (909) 839-7600. Fax (909) 861-3117 www.Citiroftilaniondliar.com Mr, Leith Ezzcl Senior Vice President MAT Consultants, UC 3990 Westerly Place, Suite 195 Newport Beach, California 92660 Dery Leith:. The City of Diamond Bar would like to extend Our gratitude for your professional assistance in acquiring exclusive solid waste./recycling services for the City's residential and commercial constituents. Staff was appreciative of your attentiveness to all aspects of the negotiation process and contribution in formulating the wasm..hauler contracts. The Mayor and City Council were very thankfiul for the guidance you provided os wall as Your thoroughness to all aspects of negotiations and development of both waste huller contracts. Through this rigorous process, the City was able to successfully negotiate new 8 -year agreements with its two current waste haulers, while obtaining new terms, enhanced services, and increased City revenue. Key enhancements include ilte following: • Collection vehicles powered by natural gas. • Waste Management's residential agreement includes an increase in diversion from 40"% to 45% of ilia solid waste collected. • All residents will be melded to door-to-door collection of Sharps and other household hazardous wastes at no additional charge. • Valley Vista's commercial agreement requires a substantial increase in diversion, from 8.5% to 25% of the solid waste collected, and inclncies the processing of all mixed waste to recoverreeyelables. • A minimum of 75% of the City's construction and demolition debris will be diverted. • The new agreements provide the City with enforcement mechanisms to help ensure that the new rcquiremenis are met, As a result, the existing City-wide diversion rate of 59% will further increase under the now agreements. • Residents will receive a rebate for revenues from recyclable material sales over a minimum per ton value. Our City has had the pleasure of utilizing your firm's solid waste services Page A-4 HF&H Consultants, LLC City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 — .._: �-r r i .ggo� Ron Everett Mayor Carol Herrera Mayor Pro Tem Wen P. Chang Council Member Jack Tanaka coanci/Member Steve Tye Council Member April 4, 2018 City of Diamond 21625 Copley Drive . Diamond Bar,: CA 91765-4170 (909) 839-7000. Fax (909) 861-3117 w ,Cltyofbiamond6agcam on another occasion, but the expertise shown in accomplishing successhl negotiations with two waste haulers in pm' City was exceptional, Once again thank you for all your assistance. S cerely, esDoSwila o Cilyi4tanager Page A-5 HF&H Consultants, LLC City of Santa Ana Attachment A• Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 Sz��t[tER Cyt, City of Whither 4 0 8 t= 13230 farm Street, WhIftDr, Ca9famis 80602-1772 .-0 (662)07.9500 October 2, 2017 Leith Ezzel, CMC SeniorVice President HF&H Consultants, LLC 19200 Von Karman Avenue, Suite 360 Irvine, CA 92612 Dear Leith: I would like to (hank you and your team for providing the technical expertise to finalize solid waste collection franchise agreements with Republic and Athens Services. As you know, the City had previously gone through a RFP process with another consulting firm in order to award a franchise agreement for the entire City. Going from a three -zone system with two private haulers and City crews to one private hauler for the entire City proved to be controversial. The RFP process ended in a referendum hailing the award of the franchise agreement. You and your team were tasked with negotiating long-term agreements with two haulers to service two separate City zones. Council's requirement to have the rate schedules In both, franchise agreements match added complexity to the negoli©8on process. You were able to accomplish this while also negotiating vakiable Improvements from previous agreements including: • An increased franchise fee • A fair price for the purchase of City -owned equipment by one of the haulers • A 50 -hour per week porter to maintain the Uplowrt commercial district • Free roll-out service for residents with disablltfles • 48 special clean ups per year from each hauler to include homeless encampment clean ups. Thank you again for your support and professional expertise during the negotlelion process. Pubile Works Manager, Vlckl Smith, and I are available to dl=ss the process by phone at 662,567.9500 or by email at dschlckting@cltyofwhittler.org or vsmith@cltyofwhittier.org. Sincerely, Davld Schlckling Director of Public Works April 4, 2018 Page A-6 HF&H Consultants, LLC �1 1� i A City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 City of Anaheim DEPARTMENT OF PUBLIC WORKS Operations Division February 13, 2012 Mr. Leith E=t, CMC Sc Vice President HF&11- Consultants, LLC 19200 Von Karmen Ave. Suite 360 Irvine, CA 92612 Dear Laitb, Oil behalf of the City of Anaheim, I would like in thank youand your Team for the professional guidance and technical expertise you provided during our contract negotiations with Republic Serview. Your Team exhibited tremendous flexibility throughout the process and did a wonderful job facilitating the group negotiations and keeping us all on task. Based on the combined elTorts land completed staff work by City Staff & 7tF&H Toam, the City Council unanimously approved this unique nmendment to our existing Solid Waste Franchise Agreement. The amcndnncnt secured all annual Final. Fee and ono -thee infrastructure improvement payment to offset the impacts from the Material Recovery Facility owned and openued by Republic Services within Ilse City of Anaheim. Republic Services received a term extension in return. The amended terms were accomplished without any increases to the rate payers. In addition to maximizing the City's sustaivability and financial position, the amended franchise agreement also has the following key enhancements: 1. One -lime infrastructure improvement payment of S2.5M to repave the roads around the Material Recovery Facility. 2, Anaheim will continue to have the Lowest Rate Guarantee for comparable services amongst the current material recovery iaeility customors. 3. Franchisee will have a 5% cap on annual increases to the service component of the rates. 4. Guaranteed trash diversion win bo increased to meet new state recycling mandates. New regulation AR341 requb-es 75% statewide diversion by 2020. 5. Performance reviews will be tied to customer satisfaction survoys. 6. Free trash collection service at OCTA bits stops. 7. Free leash service at City fie! Iities and neighborhood clean-up programs. Please feel free to use our City as a reference for your quality and professional work. We could not have received these grant mulls without your assistance. Si icdm;ly, Dan DeBassio, P.L. 400 E.vomma Public Works Operations Manager Prv9ceim,atl.U929(15 TEL p141/856M FAX V14)ra58942 www.ena9dnvni April 4, 2018 Page A-7 HF&H Consultants, LLC City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO,: 18-006 CITY OF NEWI'f,13T BEACH MUNICIPAL OPERATIONS DEPARTMENT Noveiuber 26, 2013 Mr, 1.aitfi Ezzet, CMC Sr. Vico- President HF&$ Consultants, LLC 19260 Von Karmen Ave; Suite 36o Irvine, CA 02612 Deet faith, On behalf of the city of Newport Beaoh,.I would like- to sincerely thank you and the enum HF&E Team fbr your professional assistance regarding the City's solid waste and recycling program. The daeision0a whether to contract with a private firm to replace our. in-fiouse City. staff for thecollection of residential solid waste was one of the most high, profile and -challenging decisions facing the city in many years. The work of the HF&H'Ieam included the following critical steps:in the process r • Conducted an in-depth assessment and cost analysis of the City's current in-house oolidwaste, recycling and transfer program. • provided professional assistance in drafting and administering the ReQueat:for Proposal aI .documents, as dhected by City.Council, to solicit competitive proposals to provide solid waste services for the City. • Completed athorough analysis of each proposal received 6y the City, prepared a dotafled.report with the information on each fink proposal, and presented this information to the City Council. • At City Council's direction, your firm completed a further analysis of the top three proposals from individual firms. This analysis included assisting with customer satisfaction surveys for each firm, extensive interviews and negotiations, r&RLMace checks and further coat analysis. ' • The RF,&H firm presented a comprehensive imal report to the City Council recommending a course of action that would reduce, overall costs and provide service enhancement$. On November 12, 2613, the City Council, based on the professional and thorough work completed by HF&H, awarded a contract to a private collection firm that is projected to save the City $M8M over the tam of the agreement, while providing additional services to the residents of our City, including a Household Hazardous waste Collection Program .and Curbside Bulk Item Collection Program, without the assistance of your Team, we would not have aehieved these positive results, we now look forward to working with HP&H during the transition period and monitoring the performance of the City's new collection firm during the first year of operation, Thank -you, Latin, for the tremendous support and great work that you andyour Team provided. sincerely, 4A+. // Mark Harmon Director of Operations Corporation Yard: 592 Superior Ave, Newport Beach, CA 92663 -Telephone: (949) 644-6055 Fox: (949) 650-0747 Utilities Yard 949 West 16th Sheet, Newport Beach, CA 92663 -Telephone: (949) 6443011 Face (949) 646-5204 Mailing Address: FO Hove 1768, Newport Bench, CA 926583915-wwty.neaporiheachcagov/murilcipaloperatiuns April 4, 2018 Page A-8 HF&H Consultants, LLC �� i • City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 April 4, 2018 PubWkworks Dsp•em nt MSNtsnancs DNislon January 24, 2011 C o 00Acx 631 North 0Mrvtl6Averas I Tsl•pho" 3103160888 wandoeon6h, Cr8rofnW 00771 Pox 3103744718 y ,odendo.ora Mr. Leith Ezzet Sr. Vice President HFBH Consultants, LLC 3990 Westerly Place, Suite 196 Newport Beach, CA 92660 Dear Leith, The City of Redondo Beach would like to thank you for your professional assistance in facilitating the process of procuring a new exclusive solid waste handling services franchise agreement. You and your staff exhibited tremendous flexibility In responding to the tasks requested by the City. You conducted nearly a dozen public meetings to determine a key program for the development of the City's RFP; agreed to re -draft an agreement for the RFP that was a hybrid of the City's current agreement and the Industry standard used by your Fltm whila waiving the costs of the undertaking to stay on budget; advised staff on intricate negotiations; and smoothly transitioned from the retirement of one director to the Introduction of another in the middle of the process. Additionally, you and your staff were constantly available for the multitude of questions we and the proposing haulers had during the process. Moreover, the RFP process was extremely successful. With your assistance the City received five quality proposals, and as a result, the rates provided by the City's new hauler are lower than all of the current rates. The programs Included In the new agreement will Increase the City's 66% waste diversion rate to 7676, making Redondo Beach one of the highest in the country. Additionally, our new franchise agreement requires the contractor to: • Provide new single-family carts for refuse and green waste services to each and every single family home. • Offer 96 gallon carts for refuse, recycling and green waste services in addition to 32 gallon and 64 gallon carts at no additional charge. . Collect Electronic Waste as part of the regular bulky item pickup program. Page A-9 �� i HF&H Consultants, LLC City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 • Guarantee a waste diversion rate of 75% by implementing a food waste diversion program in single family homes and restaurants and a service to capture additional recyclables by processing and recovering them from the single family, multlfamily and commercial refuse waste streams. • Conduct an annual "shred day" for all City residents and businesses to deliver paper for shredding while guaranteeing confidentiality and complete destruction and recycling of the documents. • Collect and dispose of City -generated hazardous waste on an unlimited basis and at no charge to the City. • Provide a route supervisor that shall be assigned exclusively to the City of Redondo Beach franchise agreement • Pay an annual $160,000 rebate to the City for recyclables Instead of sharing a percentage of proceeds from the sale of the recyclables. • Reimburse the City $250,000 annually for solid waste vehicle Impacts to City roads. + Provide rates that, on average, are 6% below current levels. Please feet free to use our City as a reference for your quality and professional work. We could not have received these great results without your assistance. Sincerely, Mike Witzansky, Public Works Director April 4, 2018 Page A-10 HF&H Consultants, LLC City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 Deceember 23, 2004 Mr. Laith Ezzet Senior Vice President Hilton, Famkopf and Hobson 3990 Westerly Place, Suite 195 Newport Beach, CA 92660-2311 Dear Mr. Ezzet: The City of Inglewood would like to thank you and your firm, Hilton, Famkopf, & Hobson, for your professional assistance in helping the city proctor an exclusive provider contract for new and enhanced waste and recycling services. The new service will help the City improve its environmental prnfile by adding services and programs that will increase our diversion efforts in the preservation of our natural resources. It was rewarding to successfully navigate through such a long and complex process. Your dedicated and knowledgeable staff approached each aspect of the contract negotiations with the integrity and thoroughness we have come to admire and respect. Your guidance and expertise made this challenging process mutually beneficial for the City and it's constituents. Hilton, Fnnkopf, & Hobson's specialized knowledge in analyzing and assessing information as it related to waste services helped secure the City's largest contract for public services, while negotiating a 5 % overall cost reduction to obtain these services. On behalf of the Public Works staff of the City of Inglewood, I would like to again thank you for playing a key role in the City's successful acquisition of services that will ensure the City's environmental commitment for years to come. Sincerely, Thomas Coates Frrvironmenhd Services Administrator TC;bg April 4, 2018 Page A-11 HF&H Consultants, LLC Inglewood California 'r Public works Depodment ONE MANCMIER sOLUVARD I INGLEWOOD. CA- 503011 P.O. sox ELM 1 INGLEWOOD. CA 90312 Telephone (310( 4125333/ rax (310) d)2-5552 JERRY M. GNENS wmV.Cilyorng11Prdooctorg stIAD REIN Deputy C4yAdrtg9nletty Deputy Public '.'ons Mmlor RZEC wogs racatw Deceember 23, 2004 Mr. Laith Ezzet Senior Vice President Hilton, Famkopf and Hobson 3990 Westerly Place, Suite 195 Newport Beach, CA 92660-2311 Dear Mr. Ezzet: The City of Inglewood would like to thank you and your firm, Hilton, Famkopf, & Hobson, for your professional assistance in helping the city proctor an exclusive provider contract for new and enhanced waste and recycling services. The new service will help the City improve its environmental prnfile by adding services and programs that will increase our diversion efforts in the preservation of our natural resources. It was rewarding to successfully navigate through such a long and complex process. Your dedicated and knowledgeable staff approached each aspect of the contract negotiations with the integrity and thoroughness we have come to admire and respect. Your guidance and expertise made this challenging process mutually beneficial for the City and it's constituents. Hilton, Fnnkopf, & Hobson's specialized knowledge in analyzing and assessing information as it related to waste services helped secure the City's largest contract for public services, while negotiating a 5 % overall cost reduction to obtain these services. On behalf of the Public Works staff of the City of Inglewood, I would like to again thank you for playing a key role in the City's successful acquisition of services that will ensure the City's environmental commitment for years to come. Sincerely, Thomas Coates Frrvironmenhd Services Administrator TC;bg April 4, 2018 Page A-11 HF&H Consultants, LLC City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 CITY Or DRANCE C17Y ATTORitEV—j71.11744-ssao FAX (7141530.1161 July. 21, 3069 Wr. Luith E=a Ms.Y,isnTfcating Hilton Farnkiipl'& Hobson. Pommerov a,mer ona 3�0 WeytNrlyPl¢ce,Suite<19S Newjtuit. encli,CA' 42660,2h I Dear Luidtand Lisa: As'.,a follow up 'to my rv~CCnt C+Rtad.:I %VMtO to; formally note that if Was a plemine woriutigivittrydua6ain. A§w'Isthe case when m4worked together over IDyearsago,•yourfirm .pruviilcd ilie.Cityy, with (fie support and expertise to help the City achieve thc.goala the City CalmciI had laid out when if deefded lo conduct a request for proposal for solid waste management sorv'icv*. I don't think 1"cit going oat on a timVin-staring that the result of the RPI' pmcesN was butter than mosraf us; if not lit of'uy,'tmticilpaceti. ht pariiculur..l appreciate that you both raspanded:promptly. to guestions.lium City staff. Car City:Cotmcil was very Lagaged in the process and asked a lat'nf good questions and :with pour assistance, had those que5lions.onswered.in a timcly manner. A job well done: S' TD, a 'd Dc City AltomGy ORANGE CIVIC CENTER 366 B. CHAPMAN AVE. ORANGE. CA 65866 G •v��wmrt^yuo o�w April 4, 2018 Page A-12 HF&H Consultants, LLC Z I 1 City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 a CITY OF ORANGE PUBLIC WORKS DEPARTMENT ENGINEERING DIVISION STREET DIVISION (7141744.5544 (714)502.6400 FAX: (714) 744-5573 FAX: (114) 532-0444 July 20, 2009 Mr. Lalih Ezzet, Senior Vice President HF&I-1, Consultants, LLC 3000 Westerly Place, Suite 195 Newport Beach, CA 02660.2311 Dear Mr. Ezzet TnArFIC DIVISION WATER DIVISION (714)744.040 (714)200-2475 FAX: V14) 744.5572 FAX: (714) 744.2970 The City of Orange Public Works Department would like to thank you for your professional assistance in guiding and facilitating our City in the process of securing a franchise for Integrated Solid Waste Management Services. We sincerely appreciate the scrutiny and focus that you and your team contributed toward the development of our multi-million dollar solid waste franchise. Throughout the process, HF&H's Integrity, diligence and thoroughness In reviewing proposals, negotiating and finalizing the agreament, propelled the franchise through to City Council approval. Essentially, when compared to the previous franchise, we are slated to save our residents and businesses $57,000,000 over the next B years. Should the City elect to extend the franchise to 12 years, the savings could potentially exceed $72,000,000, Without your contribution, this may not have been possible. HF81-1 has performed admirably for the City of Orange and we look forward to working with you again as our future need for your service arises, Siinjj"p/ccee''rely, J>fe0A Interim Public Works Director ORANGE CIVIC CENTER • 300 E. CHAPMAN AVENUE ORANGC, CA 02000 -Y ,Y,IYN,IGY,Itll+vxi April 4, 2018 Page A-13 HF&H Consultants, LLC 60D-91 City of Santa Ana Attachment A: talent Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 May 30, 2007 Laith Ezzet, Senior Vice President Hilton, Famkoph & Hobson 3990 Westerly Place, Suite 195 Newport Beach, CA92660.2311 Dear LaM, The City of El Centro would like to thank you for your expertise on solid waste issues, your connections in the industry that attracted qualified proposers, and your detailed understanding ofour community. It all came together to provide quality service to our residents. Hiring Hilton, Famkopf & Hobson resulted in significant financial rewards, from both the billing analysis you conducted as well as the new franchise agreement you helped us develop. Even though there has not been a rate increase in four years, City ofEI Centro residents will see only 2 °%increase in rates while the city win increase its revenue by nearly 27% as a result ofyour efforts. The integrity with which HF&H navigated the City through ibis process was above reproach. City council members, as you know, praised your work methods, thoroughness, and professionalism. Your work exceeded our expectations and will help the City take control of all aspects ofits waste hauling services. Sincerely,NI-I / /q~y� Terry Hagen, ,PE. Director of Public Wor]WCity Engineer Public Works Department 1275 Main Street, B1 Centra, CA 92243 (760) 337-4505 Fan 060) 337-3172 9¢etNv4trmw DY44v °91N bMw1YM1Yv M,YeFVJ]—HIXIItlu Vtlmgrvd Vlltll�Dl4vv W16v,¢pTs¢¢r pYW W,Y+T,ny¢I°Yiti 28N gBtd VC J°I ."9a,Aarw JW°4A MU I®D-IYpgiw LNGBukga Ip09AnJIN9w ➢hlvOGD1JQ AC°nn G]}Jtl HCoOry G3Ae A4rbq G➢I]Q 86wq U8]Q HCkrh4GDIl4 April 4, 2018 Page A-14 HF&H Consultants, LLC 60D-92 City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 DEPARTMENT OF PUBLICWORKS FLOOD CONTROL - CIMS - REGIONAL PARKS - SOLID WASTE - SURVEYOR - TRANSPORTATION SOLID WASTE MANAGEMENT DIVISION 222 Vr0811103pilallty Lane, Second Floor - San Bernardino, CA 92416.0017 (909) 386.0722 - Fax (909) 306-0786 March 29, 2001 Laith Ezzet, Senior Vice President Hilton, Farnkopf & Hobson 3990 Westerly Piece, Suite 195 Newport Beach, CA 92660-2311 Dear Laith: COUNTY OF SAN BERNARDINO ECONOMIC DEVELOPMENT AND PUBLIC SERVICES GROUP KEN A, MILLER Director of Public works GERRY NEWCOMBE Said Wade DNision Manager It is with great pleasure that I pause and write to thank you for the excellentjob you and your staff did In assisting the County of San Bernardino with its procurement of a solid waste system operations contractor, Our satisfaction with Hilton, Farnkopf & Hobson from previous engagements was surpassed by your performance throughout this year- long process that just reached its successful conclusion. Perhaps the most telling characterization of your firm's capability in managing complex procurement projects were the repeated accolades from members of the Board of Supervisors. These elected officials, on several occasions, expressed their complete satisfaction with the thoroughness and Integrity of the RFP process and complimented your ability to produce a well reasoned and easy to understand analysis. I join them in their assessment of your work, and would add that the smooth coordination between your staff and the Solid Waste Management Division staff added to the success of the final product. Thank you again for exceeding our expectations for this project and I look forward to working together in the future. Sincerely, i PMT Gerry Newc mbe Division Manager 60D-93 City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 7 DOROTHYaR KING ���LI RANDY1 i • �'�` * D ISO U U 1�LJ LlOTTAO.IARSFNS I N 16600 Civic Center Drive co„nn:.n.W W OeHilower, California 90706.5494 JOHN n nAen�on j 'kn„virc - (562) 604.14241 FAX: (562) 925.0660 1 � http:/hvww.hellOmveeorS RAYL SMITH cawcn memwr November 17. 2004 Mr. Leith Ezzet, Senior Vice President Hilton, Farnkopf & Hobson, LLC 3990 Westerly Place, Suite 195 Newport Beach, CA 92660-2311 Dear Mr. Eget The City of Bellflower wishes to thank you for the hard work provided by Hilton, Farnkopf & Hobson during the City's process to select a waste management services provider. The ten month process to make that selection was well coordinated and thoroughly administered. Yours and Lisa Keating's professionalism are especially noted In making the process so. The final selection of the provider produced an agreement that will be $1.4 million dollars a year less than the current exclusive agreement. Each component of the community, single family residential, multi -family properties and commercial accounts will realize a relief in rates and an increase in services. The City of Bellflower is very satisfied with the use of your firm for this process. We will not hesitate to consider Hilton, Farnkopf & Hobson for future waste management services related projects. Sincerely, p Brian R. Smith Assistant Director of Public Works April 4, 2018 Page A-16 HF&H Consultants, LLC ZL•� • City of Santa Ana Attachment A: Glent Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 THE CITY OF INDIM84-950 Eldorado Drive - Indian wells, CA 92210-7497 Tel: p!t4IILf7601346-0407 i WELLSit%ww+ilian-vlls.a s 1 9" C A L I F O R N I A July 9, 1997 Lalth Ezzet, Principal Hilton Farnkopf & Hobson Commercecenter One 3990 Westerly Place, Suite 195 Newport Beach, CA 92660-2311 Dear Leith: J-V-7.Vi I have been meaning to send you a brief note for some time now to express my appreciation for your technical assistance and support during our solid waste procurement process. Your expertise and professionalism were instrumental in bringing closure to a very long and at times tumultuous process. We could still be in negotiations today hadn't it been for your diplomatic tact and "goad guy° mentality. For your information and records, I have enclosed a copy of the final franchise agreement. Please feel free to share this document with other clients. Again, on behalf of the City of Indian Wells, thank you for a Job well done. Although our contract has now come to a close, I hope that you will stay in touch in the future. Sincerely. Troy4Butoff Assistthe City Manager Enclosure 0 to April 4, 2018 Page A-17 HF&H Consultants, LLC 60D-95 City of Santa Ana _Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid waste Consulting Services RFP NO.: 18-006 Of LAWN Uy O,p(m 14717 BURIN AVENUE • LIWNUALE, CALIFORNIA 90260 • (310)V70-2100 • FAX(370)644-4556 �anown April6, 1998 Mr. Leith Bizet Vice President Hilton Fernkopf & Hobson, LLC Commercent r One 3990 Westerly Place, Suite 195 Newport Beach, California 92660-2311 Dear Leith I have been meaning to send you a brief note for some time now to express my appreciation for your technical assistance and support during our solid waste franchise renewal. process. Your expertise and professional style was key to bringing an automated waste collection service to the City. Our City Council appreciated your innovative approach to consensus building including several key community based workshops. The City's transition from manual to automated service has been well received by our citizenry. Your willingness to assist us in negotiating a new vendor contract as well as a transition plan exceeded our expectation ofyour services as a consultant. Again, on behalf of the City ofLawndale, thank you for ajob well done. Sincerely, 3^'L� J i atter istant to the City Manager cc: Michael Sorg, City Manager April 4, 2018 Page A-18 HF&H Consultants, LLC L� • • of Santa Ana April 4, 2018 Attachment A: Client Testimonial Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 717 BURIN AVENUE • LAWNDALE, CALIFORNIA 90280 - (310) 970-2100 - FAX (310) 644AB56 2004 Re: Letter of Reference for Hilton Farnkopf & Hobson, LLC To Whom It May Concern This letter of reference describes the work performed by Hilton Famkopf & Hobson, LLC CTIF&H") on behalf of the City of Lawndale. HF&1I has provided solid waste consulting services to the City of Lawndalc since 1997. In 1997 and 2002,14r&H assisted the City in the preparation of two Requests for Proposals ("RFF) and franchise agreements for solid waste collection, curbside recycling and yard waste collection services. • During the first procurement process in 1997, the City's ratepayers saved approximately $130,000 in the first year and $651,000 over the contract term, an 11% decrease over prim rates. The RFP process in 2002 further lowered the City's first year costs by $171,000, resulting in savings of $1.2 million over the contract temr and a 16% decrease over prior rates. As a result of these procurement processes, the City also increased residential recycling and yard waste services, and improved the City's overall diversion pereenlage. • In 2002, HF&H assisted in the establishment of a commercial permit system to track commercial hauling activities in Lawndale, and. the revision of the City's solid waste ordnance to establish new AB 939 fees. Through pomit management activities performed by I-IF&H, the City has collected an additional $100,000 per year in AB 939 fees, and all nine haulers are up-to-date in their fee payments to the City. HF&H has also Provided assistance to the City by evaluating programs for implementation to increase the City%s diversion rate. These programs were included in a Plan of Correction developed under the guidance of HF&H wTiich was submitted and subsequently approved by the California Integrated Waste Management board. An important, contributing factor to our increased diversion rate and collection of fees is the residential contract and commercial permit program oversight performed b7 HF&H. 'through I-1F&H's procurement and negotiation assistance, and FIF&H s ongoingg assistance with AB 939 program implementation, contract and permit oversight, our City's residential diversion rate has increased from 16% in 2003 to 38% to -date. I would highly recommend the use TIF&I-I's services to any city needing assistance with solid waste collection and diversion activities. If there are have any questions, I can be reached at (310) 973-3200. Sincerely, r Acting Ci y Imager Hrt[m.1T1rH U, MMNIa Page A-19 60D-97 HF&H Consultants, LLC November 20, 2001 Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 Public Works Deparnamil 3621 Bell Avemm Manlwaan Beach, CA 90266-4795 Telephone (310)$02.5300 PAX (310)546.1752 LaithEzzet, Senior Vice President Hilton, Parnkopf & Hobson 3990 Westerly Place, Suite 195 Newport Beach, CA 92660-2311 Dear Laith: I would like to commend you and your staff for the technical expertise that you and your firm brought to our current solid waste contract procurement process. It has been dentin us that your experience with many similar procurements has turned what we believed would be a very difficult process into a. process that seems much more routine. Also, your experience and guidance were essential in convincing the City Council that the process you proposed would be objective, fair and well reasoned. I look forward to working with you to complete this complex procurement project. Sincerely, Neil Miller Director of Public Works Cily opManhattan Beech Web Site: hnplhrnw.cianvihalmn-Ornch.u�.us April 4, 2018 Page A-20 HF&H Consultants, LLC �' 1� 0 i City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 October 12,2000 Iaith Bzzet, Senior Vice President Hilton, Famkopf & Hobson 3990 Westerly Place, Suite 195 Newport Beach, CA 92660-2311 Dear Laith, Thank you for working with the City of Mission Viejo on the procurement of a franchise agreement for residential and commercial integrated solid waste management services. I appreciate all of your work that successfully resulted in a multi-million dollar solid waste franchise. I fully understand why other cities and our City Attorney, from Richards, Watson & Gershon highly recommended Hilton, Famkopr & Hobson for this project. Your experience and guidance was invaluable as we set out to develop a new, three -cart automated system, including drafting the Request for proposal, participating in all of the Council subcommittee meetings, meetings with the community, the Chamber of Commerce, and finally development of a new consolidated franchise agreement. These efforts will save Mission Viejo residents and businesses $6.4 million over the next eight years and feedback from the community is already very posit) ve. You did an outstanding job in Mission Viejo and i will continue to speak highly of die team of professionals at Hilton, Farnkupf & Hobson to my counterparts in other cities. Thunk you! Sincerely, ,I Karen E. Wylie Assistant to the City M 1 ger 25909 Pala - Suite 200 - Mission Viejo, California 9MI bury/www.ci.micsioo-viejocaus 13 949/4703051 FAX 9125594386 April 4, 2018 Page A-21 HF&H Consultants, LLC Stwri M.9a(lafieW City Mission Ala}nr S. Draynaft 1lt ®f Viejo Vgin . au6 C.4w Mento Office of the City Manager Jolm Ped "JP."Ledeena oa„rot Amwp • Susan Wiliam Cmnro1 Akmla cndel l'. ]mph Car N ww October 12,2000 Iaith Bzzet, Senior Vice President Hilton, Famkopf & Hobson 3990 Westerly Place, Suite 195 Newport Beach, CA 92660-2311 Dear Laith, Thank you for working with the City of Mission Viejo on the procurement of a franchise agreement for residential and commercial integrated solid waste management services. I appreciate all of your work that successfully resulted in a multi-million dollar solid waste franchise. I fully understand why other cities and our City Attorney, from Richards, Watson & Gershon highly recommended Hilton, Famkopr & Hobson for this project. Your experience and guidance was invaluable as we set out to develop a new, three -cart automated system, including drafting the Request for proposal, participating in all of the Council subcommittee meetings, meetings with the community, the Chamber of Commerce, and finally development of a new consolidated franchise agreement. These efforts will save Mission Viejo residents and businesses $6.4 million over the next eight years and feedback from the community is already very posit) ve. You did an outstanding job in Mission Viejo and i will continue to speak highly of die team of professionals at Hilton, Farnkupf & Hobson to my counterparts in other cities. Thunk you! Sincerely, ,I Karen E. Wylie Assistant to the City M 1 ger 25909 Pala - Suite 200 - Mission Viejo, California 9MI bury/www.ci.micsioo-viejocaus 13 949/4703051 FAX 9125594386 April 4, 2018 Page A-21 HF&H Consultants, LLC Clty of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 City of Santa Clarita 23920 Valenda Shea. Phone SUED 300 (6511 253 2480 Santa clan to Fax CelitorNa 819532190 (661)25gAalo Webs1:: VMY...& RI"a,iW MR, December S. 2003 Mr. Laidt Ezzet Senior Vice President Hilton Farnkopf & Hobson, .LLC 3990 Westerly Place, Sidle 195 Newport, CA 92660.2311 Dear Mr. Ezzec 1 would like to thank you again for your assistance with the City of Santa Clarita's Request for Proposals (RFP) for the collection of residential and commercial solid waste. YourAssisnmcewasanintegralpartintheCityobtainingexemplaryresidential and commercial services, We asked for a large number of services from our haulers, while requesting that they decrease our rates. Although the City asked for many services, many of which are not common in our region, you and Lisa Keating wets able to prepare excellent franchise agreements that required the haulers to strictly adhere to the City's needs and desires. To make things better, even with the excellent franchise agreements, you and Lisa were also able to acquire City services beyond what was requested, while at the same time significantly lowering rates for both residents and local businesses. Thank you for ussi ring us in obtaining these great agreements. We are eagerly awaiting the commencement of our new services and programs as a result of this RFP, Sincerely, Chris Dasid Director of Field Services CD:TL:BAL:cf S:IFIELDSV(:SEN\'SR¢CSSOLW0.5T'_!FIiANCFI1NtFWIi37 Rea L-nccd. PflIN(E9 aH nECYfIEa PaPEa April 4, 2018 Page A-22 HF&H Consultants, LLC 60D-100 City of Santa Ana Attachment A: Client Testimonlal Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 Mayor Neil C. Blain Mayor Pro. Tempore Jerry Holloway Comull Members L. Anthony Beall Gary Thompson James M Thor Ciy. Manager D. Jorow TA14.1710. April 4, 2018 CITY OF RANCHO SANTA MARGARITA May 7, 2004 Mr. Laith Ezzet, Sr. Vice President Hilton, Fatnkopf & Hobson 3990 Westerly Place, Suite 195 Newport Beach, CA .92660-2311 Dear Leith; The City of Rancho Santa Margarita would like to thank you -for your professional assistance in helping our City procure exclusive solid wastelrecycling services for our residential and commercial constituents, The year-long process was marked with integrity and thoroughness. Even those applicants not awarded the contact spoke highly of the fairness of the process. At the end of the process the City will be passing through savings of approximately $8 million dollars over the 10 -year contract, which is a 27% savings to the residents and businesses of Rancho Santa Margarita. - Our City has used your consulting firm for other solid waste services, but the recently concluded and highly complex franchise process was exemplary in its execution. Thank you again. Sincerely, . aures art, Ph.D. City Manager cc: T. Wheeler, City Engineer 30211 Avenida do las nanderas, Suite 101 - nancho Santa Margarita - California 92688 Phone: (949) 635-1800 - Fax! (949) 635-1840 - v .dlyofrsm.arg Page A-23 60D-101 HF&H Consultants, LLC City of Santa Ana Attachment A: Client Testimonial Letters Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 ���• wEsr No«�ood CM HAIL a3w S1WAMown8L". Wesrrlaax'"%CA 9M-6216 1�,- (323) 848.6-375 Mr. (323) MWM December 1, 2003 9PORTATION Mr. Lalth Ezzet, Senior Vice President AND PURUIC Hilton, Farnkopf & Hobson WORKS 3990 Westerly Place, Suite 195 Newport Beach, CA 92600-2311 Dear Laith: The City of West Hollywood would like to thank you for your professional assistance in helping our city procure exclusive solid wastelrecyclirig services for our residential and commercial constituents. The year-long process was marked with Integrity and thoroughness. Even those applicants not awarded the contract spoke highly of the fairness of the process, Our mayor and city council members also commented on the process by which they could easily review pertinent criteria and compare each proposal to match the city's needs. At the and of the process the City will be passing through savings to its constituents of almost $9 million dollars over the 8 year contract. We have Increased the recycling services markedly and are embarking on a truly innovative food diversion program. Our City has used your consulting firm for other solid waste services, but the recently concluded and highly complex franchise process was exemplary In its execution. Thank you again. Sincerely, / Jan Har oLUrh(-✓vim/ Jan Harmon Environmental Programs Specialist S aron Pe I to 62 -' City Engineer wWw.wcho.org April 4, 2018 Page A-24 HF&H Consultants, LLC 60D-102 City of Santa Ana Attachment B: Client List Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 ATTACHMENT B: CLIENT LIST April 4, 2018 Page B-1 HF&H Consultants, LLC 60D-103 City of Santa Ana Attachment B• Client List Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 Aerojet General Corporation City of Chula Vista Alameda County Clean Water Program City of Clovis Alameda County Waste Management City of Compton Authority City of Corte Madera Alameda County Water District City of Cotati Alameda Joint Refuse Rate Review City of Covina Committee City of Cudahy Alameda Solid Waste Advisory Committee City of Cupertino Amador Water Agency City of Daly City Bay Area Water Supply & Conservation City of Dana Point Agency City of Davis Bear Creek Valley Sanitary City of Del Mar Bold, Polisner, Maddow City of Diamond Bar Brown, Vence & Associates, Inc. City of Downey Bryan A. Stirrat & Associates City of Dublin California Water Service Company City of East Palo Alto Carmichael Water District City of EI Centro Castro Valley Sanitary District City of EI Cerrito Central Contra Costa Sanitary District City of EI Monte Central Contra Costa Solid Waste Authority City of Elk Grove Costa Mesa Sanitary District City of Emeryville City of Adelanto City of Encinitas City of Alameda City of Eugene City of Albany City of Fair Oaks City of Aliso Viejo City of Fairfield City of Anaheim City of Fairfield City of Arcadia City of Fillmore City of Ashland City of Florence City of Atherton City of Folsom City of Atwater City of Fort Bragg City of Azusa City of Fort Collins, CO City of Barstow City of Fortuna City of Bellflower City of Foster City City of Belmont City of Fremont City of Belvedere City of Fresno City of Benicia City of Fullerton City of Beverly Hills City of Garden Grove City of Brentwood City of Gilroy City of Burbank City of Glendale, Arizona City of Burlingame City of Glendale, California City of Calabasas City of Glendora City of Camarillo City of Goodyear City of Campbell City of Gridley City of Canyon Lake City of Guadalupe City of Carlsbad City of Hawthorne City of Carpinteria City of Hayward City of Carson City of Healdsburg City of Carson City, Nevada City of Hercules City of Cerritos City of Hesperia City of Chandler April 4, 2018 Page B-1 HF&H Consultants, LLC 60D-104 City of Santa Ana Attachment B: Client List Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 Town of Hillsborough City of Newport Beach City of Hollywood City of Newport, OR City of Imperial Beach City of Northridge City of Indian Wells City of Oakland Public Works Agency City of Indio City of Ogden, LIT City of Inglewood Town of Old Sacramento City of Irvine City of Ojai City of Kensington City of Orange City of La Canada-Flintridge City of Oxnard City of La Habra City of Pacifica City of La Palma City of Palm Desert City of La Puente City of Palm Springs City of La Quinta City of Palmdale City of La Verne City of Palo Alto City of Santa Ana Town of Paradise City of Laguna Niguel City of Pasadena City of Lake Forest City of Paso Robles City of Lancaster City of Peoria, AZ City of Lathrop City of Petaluma City of Lawndale City of Piedmont City of Lincoln City of Pinole City of Litchfield Park, Arizona City of Pleasanton City of Livermore City of Pomona City of Lodi City of Port Hueneme City of Long Beach City of Portland City of Los Altos City of Portola Valley Town of Los Altos Hills City of Poway City of Los Angeles City of Rancho Palos Verdes City of Los Banos City of Rancho Santa Margarita Town of Los Gatos City of Redondo Beach City of Lynwood City of Redwood City City of Manhattan Beach City of Rio Vista City of Manteca City of Riverside City of Martinez City of Rohnert Park City of Menlo Park City of Roseville City of Mesa Consolidated City of Sacramento City of Mill Valley City of Saginaw City of Millbrae Town of San Anselmo City of Milpitas City of San Bernardino City of Mission Viejo City of San Bruno City of Modesto City of San Buenaventura City of Monrovia City of San Carlos City of Montclair City of San Clemente City of Monte Sereno City of San Diego City of Monterey Park City & County of San Francisco City of Morgan Hill City of San Jose City of Mountain View City of San Juan Capistrano City of Murrieta City of San Leandro City of Napa City of San Luis Obispo City of Newark City of San Mateo April 4, 2018 Page B-2 HF&H Consultants, LLC 60D-105 Cily of Santa Ana Attachment B: Client List Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 City of San Rafael County of Mendocino City of San Ramon County of Merced City of Sandy County of Mono City of Sanger County of North San Diego City of Santa Ana County of Riverside City of Santa Barbara County of Sacramento City of Santa Clarita County of San Bernardino City of Santa Cruz County of San Luis Obispo City of Santa Monica County of San Mateo City of Santa Paula County of Santa Barbara City of Santa Rosa County of Sutter City of Santee County of Tulare City of Seattle County of Ventura City of Sebastopol County of Yolo City of Sedona, AZ David M. Griffith & Associates City of Selma Delta Diablo Sanitation District City of South Gate East Bay Municipal Utilities District City of South San Francisco East Palo Alto Sanitation District City of Sunnyvale Fairfield -Suisun Sewer District City of Temecula Fred Hutchinson Cancer Research Center City of Thousand Oaks Fremont Unified School District Town of Tiburon Glenn County Public Works City of Torrance Greater Vancouver Water District City of Tustin Groveland Community Services District City of Union City Hanson, Bridgett, Marcus, Vlahos & Rudy City of Upland Humboldt Waste Management Authority City of Vallejo Integrated Waste Management & Recycling City of Vancouver, WA Josephine County/Grants Pass SWA City of Vernon Kensington Police Protection City of Visalia Lake County / City Area Planning Council City of Walnut Creek Lane County Waste Management City of Watsonville Las Gallinas Valley Sanitary District City of West Hollywood Los Angeles County Sanitation District City of West Linn, OR Los Trancos County Water District City of Whittier Lukins Brothers Water Company Town of Windsor Malaga County Water District City of Winters Marin County Community Development City of Woodland Agency City of Yountville McCutchen Doyle Brown & Emersen, LLP Citygate Associates Metropolitan Water District Clackamas County Morrison & Foerster Coachella Valley Association of Mountain View Sanitary District Governments North American Development Bank Contra Costa Water District North Coast County Water District County of EI Dorado Novato Sanitary District County of Humboldt Oiivenhain Municipal Water District County of Kern Orange County County of Los Angeles Orange County/City Mans SW Working County of Marin Group County of Mariposa Oro Loma Sanitary District April 4, 2018 Page 13-3 HF&H Consultants, LLC 60D-106 City of Santa Ana Attachment B: Client Ust Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18-006 Placer County Water Agency Riverside County Waste Resources Management District Ross Valley Sanitary District RTI International San Francisquito Creek JPA San Gabriel Valley Council of Governments San Juan Water District Sanitary District No. 5 of Marin County Santa Clara Valley Water District Santa Margarita Water District Sausalito -Marin City Sanitary District Scotts Valley Water District SCS Engineers Sharon Heights Golf & Country Club Silicon Valley Animal Control Authority Somach, Simmons and Dunn South Bayside Waste Management Authority South County Fire South EI Monte Joint Defense Group Southeast Water Coalition JPA Stanislaus County SWANA Tamalpais Community Services District The State Bar of California Tri -City Waste Management Union Sanitary District Veterans Home Administration Waste Management of Los Angeles West Bay Sanitary District West Contra Costa Integrated Waste Management West Valley Cities SWPM West Valley Sanitary Waste Management West Valley Solid Waste Management Authority Western Municipal Water District Western Riverside Council of Government April 4, 2018 Page 6-4 HF&H Consultants, LLC 60D-107 City of Santa Ana Attachment C: City of Livermore High Diversion Plan Request for Proposals (RFP) for Solld Waste Consulting Services RFP NO.: 18-006 ATTACHMENT C: CITY OF LIVERMORE HIGH DIVERSION PLAN VOLUMINOUS ATTACHMENT AVAILABLE SEPARATELY ON FILE WITH PUBLIC WORKS AGENCY April 4, 2018 Page C-1 HF&H Consultants, LLC 60D-108 City of Santa Ana Attachment D: HF&H Southern California Office Competitive Procurement Savings to Request for Proposals (RFP) for Solid Waste Consulting Services RFP NO.: 18.006 ATTACHMENT D: HF&H SOUTHERN CALIFORNIA OFFICE COMPETITIVE PROCUREMENT SAVINGS TO RATEPAYERS (1) Over teen of contract (2) Net or onc,flnne cost benefits, which resukln an overal 44% cost salts. (3) Net of one-5me upfront fees, April 4, 2013 Page D-1 HF&H Consultants, LLC 60D-109 , ic,t New .,Value.:_ t ate Orange 2009 4 8 years $139.768,000 $82,752,000 $57,016,000 41% Tustin 2000 8 7 years $42,392,000 $25,011.000 $17,381,000 41% Rlvarslde — Commercial 2001 6 7 years $97,506,000 $64,354,000 $33,152,01)] 34% Santa Giants — Residential 2003 6 7 years $100,204,000 $70,409,000 $29,795,000 30% Newport Beach - Residential(') 2013 7 7 years $35,595,000 $25,562,000 $10.033.000 28% Rancho Santa Margarita 2004 5 8 years $28,704,000 $20,864,000 $7,840,000 27% Bellflower 2004 5 8 years $49,688.000 $38.400,000 $11,288,000 23% Lake Forest 1996 5 7 years $29,500,000 $22,800,000 $6,700,000 23% Rancho Palos Verdes 2009 7 7 years $36,466,000 $28.357,000 $8,109,000 22% Lawndale 2010 7 7 years $23.849,000 $18,841,000 $5,008,000 21% West Hollywood 2003 9 8 years $42,376,000 $33,512,000 $8,864,000 21% Pico Rivera 2012 8 7 years $48,489,000 $36,451.000 $10,038,000 21% Huntington Park 2014 10 8 years $50,470,000 $40.146,000 $10,324,000 20% Riverside — ResIderdial 2001 7 7 years $20,272.000 $16,793.000, $3,472,000 17% Lawndale - Residential 2002 5 7 years $7.546,000 $6.349,000 $1,197,000 16% Santa Clarita - Commercial 2003 6 9 years $39.256,000 $34,099,000 $5,157,000 13% Palm Desert 2000 6 7 years $40,252,000 $40,553.000 $5,699,000 12% Mission Viejo 2000 5 8 years $54,784,000 $48.395,000 $6,389,000 12% Lawndele - Residential 1997 5 5 years $6,127.000 $5.476,000 $651.000 11% Redondo Beach 2011 6 8 years $48,112,000 $45,064,000 $3,048.000 6% Rancho Palos Verdes 1999 7 7 years $22.034,000 $20,647,000 $1,387,000 6% Palmdale 2017 2 8 years $142.688,000 $136.04,000. $6,584,000 6% Imperial Beach 1999 4 7 years $13.692,000 $13,153,000 $639,000 4% Manhattan Beach 2002 7 7 years $22,400,000 $21,800,000 $600,000 3% nglewoad'3 2012 3 10 years $99,510,000 $103.534,000 ($4,024,000) 4% Hermosa Beach 2012 4 8 years $18,416,000 $19,256.000 ($840,000) -5% Manhattan Beach 2011 4 7 years $24,187.000 $27,088,000 ($2.901,000) -12% El Centro 2007 4 8 years $34,209,000 $39,134.000 ($4,925,000) .14% ITOTAL S1.324.492.000 $1,066,904,000 (1) Over teen of contract (2) Net or onc,flnne cost benefits, which resukln an overal 44% cost salts. (3) Net of one-5me upfront fees, April 4, 2013 Page D-1 HF&H Consultants, LLC 60D-109 EXHIBIT B City of Santa Ana Fee Estimate to Provide Solid Waste Consulting Services RFP NO.: 18-006 HF&H Consultants, LLC Fee Estimate to Provide Solid Waste Consulting Services Solid Waste Agreement Competitive Procurement Fee Estimate We will perform the scope of work for the competitive procurement based on time and materials. The estimated total budget Is $184,000. Our actual costs could be higher or lower than this amount, depending on the complexity of the City's contracting process, the number of proposals to be evaluated, the number of negotiation sessions required, and other factors that cannot be precisely estimated in advance. In most of the competitive procurements we have conducted for other cities, the successful contractor is required to reimburse the City for Its consulting costs. The proposed workplan includes preparation of an integrated residential and commercial RFP, gathering operating data, conducting community outreach, soliciting proposals, conducting a pre -proposal conference, evaluating up to six proposals, participating in up to four negotiation sessions, and finalizing an agreement with one proposer. Should more than six proposals be submitted, we estimate that the budget will Increase by $5,500 per proposal. If agreements are finalized with more than one proposer, our cost will increase by $6,000 for each additional agreement. This budget does not include the cost of mass printing and distribution of surveys which, if required, are to be sent by the City. The budget includes the following meetings: five community meetings, three City Council workshops and five City Council meetings. The workplan on the next page itemizes hours by task and staff classification. Hours may be shifted among tasks and staff. This budget does not include costs for optional subtask 1G (Comprehensive' Zero Waste Operations Plan); should the City wish to include such a plan, the scope, budget and timeframe will need to be carefully considered and further discussed with the City to ensure the process accurately reflects City goals. For reference, a comprehensive zero waste plan for the City of Santa Monica was budgeted at $150,000, while the City of San Diego budgeted $150,000- $225,000. Some other communities have prepared less detailed "template" plans for around $50,000. May 4, 2018 Page 1 HF&H Consultants, LLC 60D-110 Ci!y of Santa Ana Fee Estimate to Provide Solid Waste Consulting Services RFP NO.: 18-006 Solld Waste Agreement Competitive Procurement Workplan Task DescriptionSr. Vic. Sr. Project Manager 9 Da92flhidBuCltyis £oilectfon NEetls President A. Initlate project 1 Review existing documents and prepare for kickoff meeting 2 8 10 2 Develop meallng document and meet with City staff 4 B 4 16 3 Prepare Project Plan 4 8 12 B. Prepare for and participate In up to 6 community meetings 20 20 40 C. Assist City collecting community data through slxveys and meetings 4 4 8 16 D. Prepare for and perticlpete In three City Council workshops 18 18 6 42 E. Create memorandum outlining green policy and goals 4 2 20 26 F. City Council meeting to coMml green policy and goats (CC Mtg 41 ) 5 5 1 0 vorml Task -fees not Included In cost estimate G. Optlorml Subtask: Development of comprehensive zero waste operations plan 61 73 38 172 Subtotal: Task 1 Hours Ptti¢i{ld�tarrh,7.ei)tFrllrltelF3fFE4ttn.._,4tkF�Y�Aulr7it A. Develop program reocmmendatlore� 2 4 8 tl 14 B. Couial meeting to present and discuss program recommendations (CC Mig #2) 5 5 10 C. Update program selection based on Council dlrectlon 2 2 4 9 11 8 28 Subtotal: Task 2 Hours :3lrFk9patssnr77s§ps:.1€4�!1�5��Br'BrdFfl�afsW' r , ,x ,� Satre a �. X ` l .., :,, A Gather and review operating data y,.�,� � •^''_ 4 +1+�,w fu 2 :�' �S ,.x^ 20 z '`.w 28 B. Prepare service specifications, draft RFP and agreement 16 24 80 120 C. Revise documents up to three tines after review by City Attorney, other City staff, and potential proposers 12 20 20 62 D. Attend Cmmcil meeting to approve RFP package (CC Mtg #3) 5 5 10 E. Solicit proposals 1 2 3 F. Prepare for and attend proposers' conference 2 4 6 G. Prepare addenda 4 8 2 14 40 63 102 205 Subtotal: Task Hours A. Review proposals for completeness 0 6 B. Evaluate complete proposals (marJmun of six) 18 24 60 102 C. Evaluate proposed rates and operaling assumptions a 2 24 34 D. Prepare follow-up quasthns for proposers 6 8 8 22 E. Review responses and clergy unresolved Issues 4 B B 20 F. Interview proposers 8 8 16 G. Contact references for recommended proposer 1 2 6 11 F. Prepare draft evaluation report 16 ?4 16 56 I. Review City comments and prepare final evnduatlon report 4 6 2 12 J. Attend City Cou cll meeting to select contractor for negotiators (CC Kits 04) 5 5 - 10 70 93 126 289 Subtotal: Task 4 Hours .S.NBOSatd.Fk7al AgneemeMaodPie 'reg Nu:wAgrOdhlant ' A. Prepare for and participate In up to fou negotlatkg sessions 24 - 32 56 B. Prepare revised portions of Agreement (up to 3 revisions) 12 24 36 C. Attend Council meeting for approval of final agreement (CC Mtg #5) 5 5 - 10 41 61 102 Subtotal: Task 5 Hours Total Hours 221 301 274 796 Hourly Rate $ 279 $ 245 $ 175 Subtotal $ 61,659 $ 73,745 $ 47,950 $ 183,354 Expenses $ 646 Total Fees and Expenses- $ 184,000 " Excludes Optional Task 1G: Development of Comprehensive Zero Waste Operations Strategic Plan May 4, 2018 Page 2 HF&H Consultants, LLC 60D-111 City of Santa Ana Fee Estimate to Provide Solid Waste Consulting Services RFP NO.: 18-006 Hourly Rates Hourly rates through December 31, 2018 for professional and administrative personnel are listed below. Rates will adjust each January 1 by the change in the Consumer Price Index Position Senior Vice President/President Senior Project Manager Senior Associate Associate Analyst Assistant Analyst Administrative Staff Expenses will be billed as follows (not-to-exeed $646) Automobile Travel Document Reproduction (over 20 pages/run) Facsimile, Telephone Postage, Overnight Mail and Couriers Rate* $279 $245 $175 to $195 $125 to $160 $115 $95 Prevailing IRS mileage rate 15 cents per page (black & white) 75 cents per page (color) No charge Actual May 4, 2018 Page 3 HF&H Consultants, LLC 60D-112