Okaloosa County BOCC — September 6, 2016 — Authorization to advertise Solid Waste RFP — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 6, 2016 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Authorization to advertise Solid Waste RFP DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: Public Works staff has prepared a revised Request For Proposals (RFP) and Sample Agreement for Residential Solid Waste Collection and Disposal services. Staff is requesting approval from the Board of County Commissioners to solicit for proposals. BACKGROUND: On May 9, 2016 staff conducted a workshop with the Board of County Commissioners to receive comments/concerns on a proposed RFP for solid waste services. Based on that discussion and input from County Legal, Risk, and Purchasing departments the RFP attached is submitted for final approval by the Board and authorization to advertise for proposals. Revisions made as a result of the May 9 workshop include: * Clarification of multi-family solid waste collection services (Pg 5 of RFP, pg 4 of contract) * Yard waste set-out requirements (Pg 12/13 of RFP, pg 8 of contract) * Bulk Waste collection requirements (Pg 12/13 of RFP, pg 9 of contract) * Designated recycling facility (Pg 14 of RFP, pg 23 of contract) * Specification of annual rate adjustment (Exhibit 4, pg 43, of contract) * Included various contractual provisions to comply with County policies and State statutes The new agreement will need to be effective no later than April 1, 2017. Approval at this time is required to allow respondents adequate time to prepare/submit proposals, provide staff adequate time to review and make a recommendation to the Board, and to allow for a transition period to the new contract with the selected service provider. Once proposals are received a committee will be required to review the proposals in order to make a recommendation to the Board. The requested review committee members are: Nathan Boyles, Commissioner John Hofstad, County Administrator Jason Autrey, Public Works Director Scott Bitterman, County Engineer Jim Reece, Recycling Coordinator Mr. Charles McClendon with HDR Engineering, Inc has served as a consultant through these revisions and would be available to the committee members in an advisory capacity due to his expertise on the subject matter. The Purchasing Department will facilitate the committee reviews and meeting. OPTIONS: Approve/ Disapprove solicitation of the Request For Proposals for Solid Waste Collection and Disposal Services and the recommended selection committee. RECOMMENDATIONS: Approve solicitation of the Request For Proposals for Solid Waste Collection and Disposal Services and the recommended selection committee. Authorize the Purchasing Department to move forward with advertisement as soon as possible. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator