miramar commission mtg 3 20-12 solid waste disposal
TRANSCRIPT
OFFICE OF OPERATIONAL SERVICES
PUBLIC WORKS DEPARTMENT
Commission MeetingMarch 20, 2012 @ 6:00 p.m.
Temp. Resolution No. R-5103
Solid Waste Disposal RFPApproval of Top-Ranked Firm to
Commence Negotiations
• Presentation team
• Overview
• Why issue an RFP
• Key RFP elements
• Procurement process
• Recommended next steps
• Process Value
Discussion Topics
• Vernon Hargray– ACM Operational Services
• Thomas Good– Public Works Director
– Resource Recovery Board – Technical Advisory Committee (RRB/TAC) representative for over 10 years w/ 4 years as Chair
• Randy Cross– Procurement Director
– National Institute of Government Procurement
• Sandy Gutner, P. E.– President Value Added Consulting
– Over 25 years solid waste management w/ 6 years as the RRB and Broward County Solid Waste Consultant
Presentation Team
• City enters into an ILA with Broward County for solid waste disposal services in 1986 becoming a “contract community”
• Other Cities executed same ILA creating the Broward Solid Waste Disposal District (BSWDD) dependent to the county
• Broward County issued bonds to support the BSWDD and required all contract communities to deliver wastes to system to ensure revenue stream (Flow Control)
Overview
Overview (cont.)
• The Interlocal Agreement (ILA) for solid waste disposal is set to expire in 2013
• City Manager recognized the City had a window of opportunity to engage in free market options that could return greater benefits to the City
• City Commission voted to not sign the ILA on November 26, 2010 and to proceed with its own RFP for disposal services
WHY RFP?
Let’s Review• 2010 Proposed Service Agreement would have
exposed City to many undefined risks and liabilities:
– Pay for capital upgrade/replacements– Cover increasing costs for treatment of ash landfill runoff– Make up lost revenues due to changes in law– Increase in property taxes
• No control on District programs and how they are funded
• Potential exists for disproportionate costs to Contract Communities
$65.19To
$140.21
$65.19To
$140.21
What Could’ve Happened?
Low range is a conservative firm price beginning 2013 and high range is potential cost increase (risks and pass-thru’s) throughout 10-year term
$53.19to
$110.02
Miramar Tipping
Fee
Service Agreement Fee
District Program Expenses
$12.00To
$30.17
• The private disposal facilities no longer require public obligation to share in risk after July 2013
• 2.5 year window of opportunity for market competition
• Commission philosophy to competitively bid services
Also Considered
Hence, City deferred ILA until results of an formal competitive process
Note: Broward County and Ft. Lauderdale voted down the ILA Extension and Service Agreement
• BCCMA Coconut Creek (1/13/2011)• Stakeholder Meeting Miramar (1/27/11)
– All City Managers throughout Broward County invited to participate;
– Total of 16 participating agencies:• Lauderdale by-the-Sea, Hallandale Beach, Coconut Creek,
Coral Springs, Margate, Broward County, Davie, Southwest Ranches, Oakland Park, Sunrise, Fort Lauderdale, Weston, Deerfield Beach, Plantation, Cooper City, and Miramar
• RFP Review by Stakeholders (3/23/11)
Disposal RFP Participation
Leadership Objectives for RFP• Minimize Risks and Liabilities• Competitive Rate Structure for Residents• Uninterrupted Waste Disposal Services at
expiration of ILA• Environmentally Sound Solid Waste Management• Service Reliability• Opportunity for Market Participation
RFP ELEMENTS
RFP HighlightsRFP Element Overview
Scope Requested Disposal services or Processing, Transfer and Disposal.
Term 5 year initial term, up to (3) 5 year renewals.
Technical Proposal • Technical and financial qualifications• Project technical approach• Business terms
Cost Proposals • Disposal (including receiving)• Revenue Sharing (optional)• Maximum Inflation (optional)
Technical Proposals
• Team experience• Financial qualifications• Technical Approach
– Direct disposal services– Receipt, Processing and Disposal– Existing or Proposed facilities– Transition plan, if facility not existing
• Acceptance/Modification of RFP Business Terms
• Scope of service• Contract Term• Project Security• Transition period responsibilities• Addresses Unusual Circumstances
General Business Terms
• Disposal charges– Service Fee ($/ton received)
• Inflationary Adjustments– Bureau of Labor Statistics index, specified in RFP– RFP allowed for optional reduced %. (% of index)– Option for maximum inflationary adjustment
• Revenue Sharing– $/ton of waste delivered– Not based on performance or market pricing
Cost Proposals
City Protections
Project Guaranty
Conditions Precedent
Letter of Credit
Unusual Circumstances
• If Unusual Circumstances result in Contractor total costs to increase > 10%, Contractor may request relief.
• Applies to total cost, not to individual cost items (e.g. fuel or labor)
• Contractor must demonstrate cost increase.• City is not obligated to grant relief.
Unusual Circumstances
• Guarantees performance of all Contractor’s obligations and responsibilities.
• If Contractor fails to perform, Guarantor is obligated to perform.
• Guarantee by corporate parent company, or all corporate parents, if Joint Venture.
Project Guarantee
• Issued by bank.• $ value equal to 6 months of total disposal
charges.• If facility not available by July 2013, City can draw
on the LOC to cover the difference between proposed cost and actual cost.
• LOC use can last for a long time
Irrevocable Letter of Credit
Irrevocable LOC Example
Assume Proposed Cost is $40/ton
Assume Miramar disposes 65,000 tons/year
Letter of Credit Value = 32,500 tons x $40/ton = $1.3M
If Actual Cost = $50/ton Cost if proposed facility not available July 2013
Difference $10/ton Amount eligible for LOC draw
LOC available 2 years [$1.3M ÷ 65,000 ton/yr] ÷ [$10/ton]
• Assures City that contractor is fully able to deliver service before City is fully committed
• If Conditions can not be met, allows City to seek alternatives.
Conditions Precedent Concept
Contractor must provide:• Evidence that all rights, permits and
approvals to provide the Disposal Services• Executed Project Guaranty Agreement• Executed Irrevocable Letter of Credit
Conditions Precedent in RFP
2nd Ranked Firm
Milestones and Check Points
RankingProposals Received
Yes
No
Notice-to-Proceed
No
Milestones and Check Points
Negotiate Agmt
Contract Date
ConditionsPrecedent
Met?
Agreement on Terms?
PROCUREMENTPROCESS
• RFP formally issued on March 9th• Pre-proposal conference held on March
28th
• RFP closed on June 2nd
• Three proposals received– Wheelabrator Technologies– Sun Recycling and Bergeron Environmental-Joint Venture – Sun Recycling and Bergeron Environmental-Joint Venture
(Alternate Proposal)*
RFP Process Timeline
* Alternate geared primarily toward C&D disposal.
Wheelabrator Proposal
Ash
Waste-to-Energy
Landfill
Sun/Bergeron Proposal
Waste-to-Energy
Landfill
OtherRecycle 25%
Ash
• Evaluation team charged with actual review and scoring of proposals.
• Evaluation Team Members represents a diversity of communities and decision makers:– City Manager, Coconut Creek;
– Public Works Director, Hallandale Beach;
– Public Works Director, Oakland Park;
– Intergovernmental Affairs Manager, Davie;
– Finance Director, Miramar.
Evaluation Team Members
• Consists of three categories;– Qualifications = 20 points– Technical = 35 points– Price = 45 points
• Proposers must receive 65 percent of max points for technical and qualifications (each) to have sealed prices opened;
• All proposals met technical/qualifications 65 percent requirements.
Evaluation Criteria
• Both proposers to submit best and final offer
• Prices to be based on a single per-ton cost– Simplified price evaluation process– Easy to recognize costs– Recognizes economies of scale
• Proposers were accorded fair and equal treatment
Best & Final Offer
Proposer Disposal Price/Ton
Revenue Share/Ton % of CPI
Wheelabrator Technologies $52.50 $0.00 100%
Sun/Bergeron $45.25 $2.00 100%
Price Tabulation
5-Year Price ComparisonYear 2013 2014 2015 2016 2017
Wheelabrator Fee/ton
$52.50 $52.50 $52.50 $52.50 $52.50
Sun/Berg.Fee/ton
$43.25 $43.25 $43.25 $43.25 $43.25
Difference /ton
$9.25 $9.25 $9.25 $9.25 $9.25
Difference @ 65,000 ton/yr
$601,000 $601,000 $601,000 $601,000 $601,000
Total 5-Year Difference for Miramar = $3.01M
• On December 12, 2011 the Evaluation team completed its review and scoring for the proposals:– Wheelabrator disposal– Sun/Bergeron receiving and disposal
• City Procurement Department completed final tabulation;
• Evaluation team ranks;– Sun/Bergeron = No. 1;– Wheelabrator = No. 2
Final Evaluation
Final Ranking
Disposal of Solid Waste ServicesProposal Ranking
Sun/Bergeron Wheelabrator
Total 447.8 426.2
Ranking 1 2
NEXT STEP
• Time to meet Conditions Precedent• Changes to disposal locations• Reporting requirements• Facility access• Logistical and administrative details
Example of Items to Negotiate
Contract Negotiation Begins ClockJuly 2013
March 20, 2012 15 months
Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13
Commission ApprovesContract 7/12
Negotiate w/next ranked
YesNo
Notice-to-
Proceed
No
Agreement on Terms?
Negotiate w/top
ranked
ConditionsPrecedent
Met?
9+ months
Commission Approves 3/12
PROCESS VALUE
Year 2013 2014 2015 2016 2017 TOTAL
ILA Proposed Fee/ton*
$65.19 $67.80 $70.51 $73.33 $76.26
Sun/Berg.RFP Fee/ton**
$47.25 $47.25 $47.25 $47.25 $47.25
Savings @ 65,000 ton/yr $1.12M $1.34M $1.51M $1.70M $1.89M $7.56M
Wheelabrator RFP Fee/ton**
$56.50 $56.50 $56.50 $56.50 $56.50
Savings @ 65,000 ton/yr
$0.56M $0.73M $0.91M $1.09M $1.28M $4.57M
* Proposed fee increases conservatively assumes risks and pass-thru’s at 4% per year** Approximately $4/ton for ancillary services
Proposed District Fee Offered in 2010 Compared to Sun/Bergeron and Wheelabrator
Competitive
Inclusive
Transparent
Fair
The Procurement Process Was:
• Approving the ranking of the solid waste disposal proposals and authorize negotiation with the top-ranked firm, Sun/Bergeron, and should negotiations be unsuccessful, begin negotiations with the second ranked firm, Wheelabrator.
Recommendation
Questions……