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SummitGreen Risk

ClosedProfessional Services

RFP - Transfer Station Engineering Evaluation - Responses due 8-10-21

BID #: 118

ISSUED: 7/28/2021

DUE: 8/10/2021

VALUE: TBD

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Executive Summary

The City of Summit is seeking proposals from qualified firms or organizations to conduct an engineering evaluation of its transfer station. The evaluation will encompass a review of existing permits, facility layout, structural conditions, operational efficiency, electrical and mechanical systems, and compliance with current regulations. The selected firm will be required to provide a prioritized list of improvements and upgrades, a ten-year capital plan, and present a final report to the City. Proposals must be submitted by 4:00 p.m. on August 10, 2021.

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Bid Title:
RFP - Transfer Station Engineering Evaluation - Responses due 8-10-21
Category:
City of Summit
Status:
Closed
Publication Date/Time:
7/29/2021 10:00 AM
Closing Date/Time:
8/10/2021 4:30 PM
Related Documents:
RFP - Transfer Station Engineering Evaluation - Responses due 8-10-21
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Document Text

--- Document: RFP - Transfer Station Engineering Evaluation - Responses due 8-10-21 ---
NOTE: The City of Summit will consider proposals only from firms or organizations that have demonstrated the
capability and willingness to provide high quality services in the manner described in this Request for Proposals.
CITY OF SUMMIT
REQUEST FOR PROPOSAL
FOR THE PROVISION OF:
ENGINEERING EVALUATION OF CITY’s TRANSFER STATION
ISSUE DATE: July 28, 2021
DUE DATE: August 10, 2021
Issued by:
City of Summit
Department of Community Services
Aaron Schrager, P.E.
Director
512 Springfield Avenue
Summit NJ 07901


2
GLOSSARY
The following definitions shall apply to and are used in this Request for Proposals:
"City" - refers to the City of Summit.
"Principals" means persons possessing an ownership interest in the Respondent. If the Respondent is a corporation, then
the term "Principals" shall include each investor who would have any amount of operational control over the Respondent
and every stockholder having an ownership interest of ten percent (10%) or more in the firm.
" Proposal" - refers to the complete responses to this RFP submitted by the Respondents.
"Qualified Respondent" - refers to those Respondents who (in the sole judgment of the City) have satisfied the
qualification criteria set forth in this RFP.
"Respondent" or "Respondents" - refers to the interested firm(s) that submit a Proposal.
“Review Team” – Members of the City Administration and its legal advisor/s and/or financial advisor/s and/or designated
staff as appropriate who shall review the Proposals.
"RFP" - refers to this Request for Proposal, including any amendments thereof or supplements thereto.


3
SECTION 1
INTRODUCTION AND GENERAL INFORMATION
Section 1.1.
Introduction and Purpose.
The City is soliciting a proposal from interested persons and/or firms for the provision of completing an
ENGINEERING EVALUATION OF CITY’S TRANSFER STATION
as more particularly described herein. Through this Request for Proposal process, persons and/or firms interested in
providing the City with such services must prepare and submit a Proposal in accordance with the procedures and
schedules in this RFP. The City will review Proposal only from those firms that submit all the information required to be
included as described herein (in the sole judgment of the City). The City intends to select person(s) and/or firm(s) that
possesses the professional, financial and administrative capabilities to provide the proposed services.
Section 1.2.
Procurement Process and Schedule.
The selection of Qualified Respondents is not subject to the bidding provisions of the Local Public Contracts Law, N.J.S.A.
40A:11-1 et seq. The City has structured a procurement process that seeks to obtain the desired results described above,
while establishing a competitive process to assure that each person and/or firm is provided with an equal opportunity to
submit a Proposal in response to the RFP. Proposals will be evaluated in accordance with the criteria set forth inSection 5
of this RFP, which will be applied in the same manner to each Proposal received. Respondents agree to at all times abide
by all requirements of New Jersey law, including, but not any and all relevant Executive Orders and the New Jersey
Election Law Enforcement Commission disclosure requirements.
Proposals will be reviewed and evaluated by the Director of Community Services and its legal advisor/s and/or financial
advisor/s and/or designated staff as appropriate (collectively, the "Review Team"). The Proposals will be reviewed to
determine if the Respondent has met the minimum professional, administrative and financial criteria described in this
RFP. Under no circumstances will a member of the Review Team review responses to an RFP for a position which they or
their firm submitted a response. Based upon the totality of the information contained in the Proposal, including
information about the reputation and experience of each Respondent, the City will (in itssole judgment) determine which
Respondents are qualified from professional, administrative, and financial standpoints.
The RFP process commences with the issuance of this RFP. The steps involved in the process and the anticipated
completion dates are set forth in Table 1, Procurement Schedule. The City reserves the right to, among other things,
amend, modify or alter the Procurement Schedule upon notice to all potential Respondents.
All communications concerning this RFP process shall be directed to the City’s Designated Contact Person, in writing.
Designated Contact Person:
Aaron Schrager, P.E. – Director
City of Summit
Department of Community Service, 2nd Floor
512 Springfield Avenue
Summit, NJ 07901
Proposals must be submitted to and received by the City, either by hand delivery, delivery service, or US Postal Service
delivery, no later than 4:00 p.m. prevailing time on August 10, 2021.


4
Subsequent to issuance of this RFP, the City (through the issuance of addenda to all firms thathave received a copy of the
RFP) may modify, supplement or amend the provisions of this RFP in order to respond to inquiries received from
prospective Respondents or as otherwise deemed necessary or appropriate by, and in the sole judgment of, the City.
TABLE 1
ANTICIPATED PROCUREMENT SCHEDULE
ACTIVITY
DATE
1.
Issuance of Request for Proposal
July 28, 2021
2.
Receipt of Proposals
August 10, 2021
3.
Evaluation by Review Team, Recommendations; City Review
August 20, 2021
4.
Consideration of Contract Award Resolution by Common Council
September 1, 2021
Section 1.3.
Conditions Applicable to RFP.
Upon submission of a Proposal in response to this RFP, the Respondent acknowledges and consents to the following
conditions relative to the submission:

The City may or may not award a contract as a result of this RFP. If a contract is awarded, the successful
Respondent will be required to comply with all local, State and Federal laws as applicable to the contracted
services, including but not limited to: N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 (Affirmative Action); 42 USC
S12101 et seq. (Americans w/ Disabilities Act); N.J.S.A. 52:32-44 (Business Registration), N.J.A.C. 17:44-2.2
(Document Retention), and any subsequent amendments thereto; and the City’s current Minimum Standard
Vendor Insurance Requirements as adopted by Common Council.

All costs incurred by the Respondent in connection with responding to this RFP shall be borne solely by the
Respondent.

The City reserves the right, in its sole judgment, to reject any Respondent that submits incomplete responses to
this RFP, or a Proposal that is not responsive to the requirements of this RFP.

The City reserves the right, without prior notice, to supplement, amend, or otherwise modify this RFP through
the issuance of addenda to all firms that have received a copy of the RFP, or otherwise request additional
information.

All Proposals shall become the property of the City and will not be returned.

All Proposals may be made available to the public in accordance with applicable laws after the RFP’s have been
opened past the stated deadlines.

The City may request Respondents to send representatives to the City for interviews.

Any and all Proposals not received by the City by 4:00 p.m. prevailing time on August 10, 2021 will be rejected.

Neither the City, its consultants or advisors, nor their respective staffs, including, but not limited to, the Review
Team, shall be liable for any claims or damages resulting from the solicitation or preparation of the Proposal, nor


5
will there be any reimbursement to Respondents for the cost of preparing and submitting a Proposal or for
participating in this procurement process.
Section 1.4.
Rights of City.
The City reserves, holds and may exercise, at its sole discretion, the following rights and options with regard to this RFP
and the procurement process in accordance with the provisions of applicable law:
•
To determine that any Proposal received complies or fails to comply with the terms of this RFP.
•
To supplement, amend or otherwise modify the RFP through issuance of addenda to all prospective
Respondents who have received a copy of this RFP.
•
To waive any technical non-conformance with the terms of this RFP.
•
To change or alter the schedule for any events called for in this RFP upon the issuance of notice to all
prospective Respondents who have received a copy of this RFP.
•
To conduct investigations of any or all of the Respondents, as the City deems necessary or convenient, to
clarify the information provided as part of the Proposal and to request additional information to support
the information included in any Proposal.
•
To suspend or terminate the procurement process described in this RFP at any time in the City’s sole
discretion. If terminated, the City may determine to commence a new procurement process or exercise
any other rights provided under applicable law without any obligation to the Respondents.
The City shall be under no obligation to complete all or any portion of the procurement process described in this RFP.
Section 1.5
Addenda or Amendments to RFP.
During the period provided for the preparation of responses to the RFP, the City may issue addenda, amendments or
answers to written inquiries. Those addenda will be noticed by the City and will constitute a part of the RFP. All
responses to the RFP shall be prepared with full consideration of the addenda issued prior to the proposal submission
date.
SECTION 2
SCOPE OF SERVICES
It is the intent of the City to solicit Proposals from Respondents that have expertise in the provision of ENGINEERING
EVALUATION OF CITY’s TRANSFER STATION. Firms and/or persons responding to this RFP shall be able to
demonstrate that they will have the continuing capabilities to perform these services:
1.
Attend a kickoff meeting with City staff to formalize the expectations, scope, and timeline for the
project. Virtual meetings will be considered.
2.
Review of all current NJDEP permitting for the facility
3.
Review of the existing facility layout and design.
4.
Provide an assessment of existing conditions.


6
5.
Assess structural condition of the transfer station building and the paved areas.
6.
Assess any other modifications applied since start of operation and comment on their
conformance to current regulations.
7.
Assess the weigh station condition and usage.
8.
Complete an analysis of the NJDEP permit limits vs. weight of accepted waste.
9.
Complete an analysis of waste processing and operating hours vs. waste stream rates.
10.
Evaluate on-site water supply and backflow prevention.
11.
Evaluate solid waste flows.

Obtain historical data, monthly, weekly, daily solid waste flows.
10.
Complete an assessment of the collection truck and vehicle staging as well as the storage and
staging of the trailers.
11.
Complete an assessment and evaluation of the facility design capacity.
12.
Complete a review of the facility O&M Manual and determine if any updates are required.
13.
Complete a full review and assessment of the electrical and mechanical systems at the facility
including the push pits and packer units.
14.
Prepare a prioritized lists of improvements and upgrades needed with an engineer’s estimate
for each item identified.
15.
Provide a detailed report on the current regulations for a transfer station building, identify what
improvements would require a complete upgrade to the facility, and provide a summary and
cost of what would be needed to meet current regulations.
16.
Prepare a ten (10) year capital plan detailing specific tasks identified by this evaluation.
17.
Attend a final meeting to present the final report.
SECTION 3
SUBMISSION REQUIREMENTS
Section 3.1
General Requirements.
The Proposal submitted by the Respondent must meet or exceed the professional, administrative and financial
qualifications set forth in Section 2 and shall incorporate the information requested below.
In addition to the information required as described below, a Respondent may submit supplemental information that it
believes may be useful in evaluating its Proposal. Respondents are encouraged to be clear, factual, and concise in their
presentation of information.


7
Section 3.2
Administrative Information Requirements.
The Respondent shall, as part of its Proposal, provide the following information:
1.
An executive summary (not to exceed two (2) pages) of the information contained in all the other parts
of the Proposal.
2.
Name, address and telephone number of the firm or firms submitting the Proposal pursuant to this RFP,
and the name of the key contact person.
Section 3.3
Professional Information Requirements.
1.
Respondent shall submit a description of its overall experience in providing the type of services sought in
the RFP. At a minimum, the following information on past experience should be included as appropriate
to the RFP:
a.
Description and scope of work by Respondent;
b.
Name, address and contact information of a minimum of 2 references; and
c.
Explanation of perceived relevance of the experience to the RFP.
2.
Describe the services that Respondent would perform directly, and advise of any part of scope to be
performed by named sub-consulant/s.
3.
A narrative statement of the Respondent’s understanding of the City’s needs and goals.
4.
List all immediate relatives of Principal(s) of Respondent who are City employees or elected officials of
the City. For purposes of the above, “immediate relative” means a spouse, parent, stepparent, brother,
sister, child, stepchild, direct-line aunt or uncle, grandparent, grandchild, and in-laws by reason of
relation.


8
SECTION 4
INSTRUCTIONS TO RESPONDENTS
Section 4.1
Submission of Proposals.
Respondents must submit an original and one (1) copy of their Proposal to the Designated Contact Person:
City of Summit
Department of Community Services
Aaron Schrager, P.E.
Director
512 Springfield Avenue
Summit NJ 07901
aschrager@cityofsummit.org
Proposals must be received by the City no later than 4:00 p.m. (prevailing time) on August 10, 2021 by hand delivery,
delivery service, email, or US Postal Service delivery.
To be responsive, Proposals must provide all requested information, and must be in strict conformance with the
instructions set forth herein. Proposals and all related information must be signed and acknowledged by the Respondent.
SECTION 5
EVALUATION
The City’s objective in soliciting Proposals is to enable it to select a firm or organization that will provide high quality and
cost effective services to the citizens of Summit. The City will consider Proposals only from firms or organizations that, in
the City’s judgment, have demonstrated the capability and willingness to provide high quality services to the citizens of
the City in the manner described in this RFP.
Proposals will be evaluated by the City on the basis of the most advantageous, all relevant factors considered. The
evaluation will consider:
1.
Experience and reputation in the field;
2.
Knowledge of the City and the subject matter addressed under the RFP;
3.
Availability to accommodate the required meetings of the City; and
4.
Other factors demonstrated to be in the best interest of the City.