HomeMy WebLinkAbout213-24 RESOLUTION
Page 1
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 213-24
File Number: 2024-416
RAFTELIS FINANCIAL CONSULTANTS, LLC. (SERVICE CONTRACT):
A RESOLUTION TO AUTHORIZE A CONTRACT WITH RAFTELIS FINANCIAL CONSULTANTS, LLC.
PURSUANT TO RFP 24-08, IN THE AMOUNT OF $111,858.00 FOR THE DEVELOPMENT OF A
COMPREHENSIVE RATE STUDY FOR THE RECYCLING AND TRASH COLLECTION DIVISION, TO
APPROVE A 10% PROJECT CONTINGENCY, AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, in December 2018, City Council adopted the City’s last Recycling and Trash Collections rate study and
implemented the City’s current rates; and
WHEREAS, that rate study and recommended rate structure was designed to provide revenue stability for a five-year
operational period; and
WHEREAS, with the continued growth of the city and associated expansion of Recycling and Trash Collection
Services along with increased landfill tipping fees, staff believes that an updated rate study is necessary to adequately
fund the existing and future solid waste services and anticipate capital and debt service costs; and
WHEREAS, the study will include an assessment of existing operations and analysis of the City of Fayetteville’s
Recycling and Trash Collection user characteristics, a review of the City’s current collection equipment, and review of
the City’s current collection routes and timing; and
WHEREAS, the study will make recommendations for refinements and modifications to the rate structure necessary to
fund existing and future activities and necessary infrastructure investments.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign a
contract with Raftelis Financial Consultants, LLC, pursuant to RFP 24-08, in the amount of $111,858.00 for the
development of a comprehensive rate study for the recycling and trash collections division, and further approves a 10%
project contingency.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of
which is attached to this Resolution.
PASSED and APPROVED on August 20, 2024
Resolution: 213-24
File Number: 2024-416
Approved: Attest:
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Mailing address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
CITY COUNCIL MEMO
2024-416
MEETING OF AUGUST 20, 2024
TO: Mayor Jordan and City Council
THRU: Susan Norton, Chief of Staff
FROM: Peter Nierengarten, Environmental Director
SUBJECT: A resolution to award RFP #24-08 and authorize a contract with Raftelis Financial
Consultants, LLC for $111,858.00 for the development of a comprehensive rate study
for the Recycling and Trash Collection Division, approving a budget adjustment and
approving a ten percent (10%) project and contract contingency
RECOMMENDATION:
Approve a contract with Raftelis Financial Consultants, LLC for the development of a comprehensive cost-of-
service and rates study for the Recycling and Trash Collection Division, approving a ten (10%) project
contingency and approving a budget adjustment
BACKGROUND:
In December 2018, the Fayetteville City Council adopted the City’s last Recycling and Trash Collections rate
study and implemented the City’s current rates. That rate study and recommended rate structure was designed
to provide revenue stability for a five-year operational period.
DISCUSSION:
With the continued growth of the city and associated expansion of Recycling and Trash Collection Services
along with increased landfill tipping fees, staff believes that an updated rate study is necessary to adequately
fund the existing and future solid waste services and anticipate capital and debt service costs. The study will
include an assessment of existing operations and analysis of the City of Fayetteville’s Recycling and Trash
Collection user characteristics, a review of the City’s current collection equipment, and review of the City’s
current collection routes and timing. The study will make recommendations for refinements and modifications
to the rate structure necessary to fund existing and future activities and necessary infrastructure investments.
BUDGET/STAFF IMPACT:
The study cost is $111,858 plus a 10% project contingency. Sufficient funds have been budgeted for the rate
study in the Recycling and Trash Collections CIP.
ATTACHMENTS: SRF (#3), BA (#4), RFP 24-08 Contract - Signed (#5), RFP 24-08, Appendix A - Scope of
Work (#6), RFP 24-08, Appendix B - Raftelis Proposal (#7), RFP 24-08, Appendix C - City Issued RFP (#8)
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City of Fayetteville, Arkansas
Legislation Text
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
File #: 2024-416
A resolution to award RFP #24-08 and authorize a contract with Raftelis Financial Consultants,
LLC for $111,858.00 for the development of a comprehensive rate study for the Recycling and
Trash Collection Division, approving a budget adjustment and approving a ten percent (10%)
project and contract contingency
A RESOLUTION TO AUTHORIZE A CONTRACT WITH RAFTELIS FINANCIAL
CONSULTANTS, LLC. PURSUANT TO RFP 24-08, IN THE AMOUNT OF $111,858.00 FOR THE
DEVELOPMENT OF A COMPREHENSIVE RATE STUDY FOR THE RECYCLING AND TRASH
COLLECTION DIVISION, TO APPROVE A 10% PROJECT CONTINGENCY, AND TO APPROVE
A BUDGET ADJUSTMENT
WHEREAS, in December 2018, City Council adopted the City’s last Recycling and Trash Collections
rate study and implemented the City’s current rates; and
WHEREAS, that rate study and recommended rate structure was designed to provide revenue stability
for a five-year operational period; and
WHEREAS, with the continued growth of the city and associated expansion of Recycling and Trash
Collection Services along with increased landfill tipping fees, staff believes that an updated rate study is
necessary to adequately fund the existing and future solid waste services and anticipate capital and debt
service costs; and
WHEREAS, the study will include an assessment of existing operations and analysis of the City of
Fayetteville’s Recycling and Trash Collection user characteristics, a review of the City’s current
collection equipment, and review of the City’s current collection routes and timing; and
WHEREAS, the study will make recommendations for refinements and modifications to the rate
structure necessary to fund existing and future activities and necessary infrastructure investments.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign a contract with Raftelis Financial Consultants, LLC, pursuant to RFP 24-08, in the amount of
$111,858.00 for the development of a comprehensive rate study for the recycling and trash collections
division, and further approves a 10% project contingency.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
Resolution: 213-24
File Number: 2024-416
Page 2
adjustment, a copy of which is attached to this Resolution.
City of Fayetteville Staff Review Form
2024-416
Item ID
8/20/2024
City Council Meeting Date - Agenda Item Only
N/A for Non-Agenda Item
Peter Nierengarten 7/30/2024 RECYCLING/TRASH COLLECTION (750)
Submitted By Submitted Date Division / Department
Action Recommendation:
Approve a contract with Raftelis Financial Consultants, LLC in the amount of $111,858.00 for the development of a
comprehensive cost-of-service and rates study for the Recycling and Trash Collections Division, approving a ten
(10%) project contingency and approving a budget adjustment
Budget Impact:
5500.750.5080-5314.00 Recycling and Trash Collections
Account Number Fund
10004.1 Solid Waste Rate Study
Project Number Project Title
Budgeted Item?Yes Total Amended Budget $174,388.00
Expenses (Actual+Encum)$167.99
Available Budget $174,220.01
Does item have a direct cost?Yes Item Cost $123,043.80
Is a Budget Adjustment attached?Yes Budget Adjustment $-
$269.00 Remaining Budget $51,176.21
V20221130
Purchase Order Number:Previous Ordinance or Resolution #
Change Order Number:Approval Date:
Original Contract Number:
Comments:
City of Fayetteville, Arkansas - Budget Adjustment (Agenda)
Budget Year Division
/Org2 RECYCLING/TRASH COLLECTION (750)
Adjustment Number
2024 Requestor:Daryl Brigman
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Approve a contract with Raftelis Financial Consultants, LLC in the amount of $111,858.00 for the development of a
comprehensive cost-of-service and rates study for the Recycling and Trash Collections Division, approving a ten (10%)
project contingency and approving a budget adjustment
COUNCIL DATE:8/20/2024
ITEM ID#:2024-416
Holly Black
8/1/2024 2:30 PM
Budget Division Date
TYPE:D - (City Council)
JOURNAL #:
GLDATE:
RESOLUTION/ORDINANCE CHKD/POSTED:/
v.2024725TOTAL--
Increase / (Decrease)Project.Sub#
Account Number Expense Revenue Project Sub.Detl AT Account NameGLACCOUNTEXPENSEREVENUEPROJECTSUBATDESCRIPTION X
5500.750.5080-5801.00 (23,826)-10004 1 EX Fixed Assets
5500.750.5080-5314.00 12,640 -10004 1 EX Professional Services
5500.750.5080-5911.99 11,186 -10004 1 EX Contingency - Capital Project
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City of Fayetteville, AR
RFP 24‐08, Recycling and Trash Collection Rate Study
Contract: Raftelis Financial Consultants, Inc.
Page 1 of 6
City of Fayetteville
RFP 24‐08, Recycling and Trash Collection Rate Study
Contract – Between City of Fayetteville, AR
and Raftelis Financial Consultants, Inc.
This contract executed this __ day of ________, 2024, between the City of Fayetteville, Arkansas (City),
of 113 W. Mountain, Fayetteville, AR 72701 and Raftelis Financial Consultants, Inc. (RAFTELIS) of 341
N.Maitland, Suite 300, Maitland, FL 32751 in consideration of the mutual covenants contained herein, the
parties agree as follows:
1.Purpose: The purpose of this Contract is to provide the terms and conditions necessary for the
completion of a Recycling and Trash Collection Rate Study for the City of Fayetteville (the “Project”), as
defined in the scope of work of RFP 24‐08, Recycling and Trash Collection Rate Study.
2.Contract Documents: The Contract documents which comprise the contract between the City of
Fayetteville and RAFTELIS consist of this Contract and the following documents attached hereto, and
made a part hereof:
a.Appendix A: Scope of Work & Fees
b. Appendix B: City Issued Solicitation for RFP 24‐08, Recycling and Trash Collection Rate Study
c.Appendix C: RAFTELIS’s RFP Submittal
d. Appendix D: RAFTELIS’s Certificate of Insurance
3.City’s Responsibilities:
a.The City shall make available to RAFTELIS, all relevant information or data it has pertinent to the
Project which is required by RAFTELIS to perform the Services. RAFTELIS shall be entitled to rely
upon the accuracy and completeness of all information and data furnished by the City, including
information and data originating with other consultants employed by the City whether such
consultants are engaged at the request of RAFTELIS or otherwise. Where such information or
data originates either with the City or its consultants then RAFTELIS shall not be responsible to
the City for the consequences of any error or omission contained therein.
b.When requested by RAFTELIS, the City may engage specialist consultants directly to perform
items of work necessary to enable RAFTELIS to carry out the Services. Whether arranged by
the City or RAFTELIS, these services shall be deemed to be provided under direct contracts
to the City unless expressly provided otherwise. If the City chooses not to engage specialist
consultants, then the Parties will work cooperatively to modify the scope of services to reflect
any reductions or additions to the services to be provided by RAFTELIS.
c.The City shall give prompt consideration to all documentation related to the Project prepared
by RAFTELIS and whenever prompt action is necessary shall inform RAFTELIS of City's decisions
in such reasonable time so as not to delay the schedule for providing the Services.
20 August
City of Fayetteville, AR
RFP 24‐08, Recycling and Trash Collection Rate Study
Contract: Raftelis Financial Consultants, Inc.
Page 2 of 6
d.The City of Fayetteville’s Environmental Director is the project representative with respect to the
services to be performed under this Agreement. The Environmental Director shall have
complete authority to transmit instructions, receive information, interpret and define policies
and decisions with respect to materials, equipment, elements and systems to be used in the
Project, and other matters pertinent to the services covered by this Agreement.
4.RAFTELIS’s Responsibilities:
a.RAFTELIS shall furnish the necessary qualified personnel to provide the Services. RAFTELIS
represents that it has access to the experience and capability necessary to and agrees to
perform the Services with the reasonable skill and diligence required by customarily accepted
professional practices and procedures normally provided in the performance of the Services at
the time when and the location in which the Services were performed. This undertaking does
not imply or guarantee a perfect Project and in the event of failure or partial failure of the
product or the Services, RAFTELIS will be liable only for its failure to exercise diligence,
reasonable care, and professional skill. This standard of care is the sole and exclusive standard
of care that will be applied to measure RAFTELIS's performance. There are no other
representations or warranties expressed or implied made by RAFTELIS. In particular, but not by
way of limitation, no implied warranty of merchantability or fitness for a particular purpose
shall apply to the Services provided by RAFTELIS nor shall RAFTELIS warrant or guarantee
economic, market or financial conditions, proforma projections, schedules for public agency
approvals, or other factors beyond RAFTELIS’s reasonable control.
5.Non‐Assignment: RAFTELIS shall not assign its duties under the terms of this agreement without prior
written consent of the City.
6.Indemnification and Hold Harmless:
a.RAFTELIS agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville,
but not defend, against all claims for property damage, personal injury or death, arising from
RAFTELIS’s performance under this contract to the extent caused by the negligence, gross
negligence or willful misconduct by RAFTELIS. This clause shall not, in any form or manner, be
construed to waive that tort immunity set forth under Arkansas Law.
b.Notwithstanding anything to the contrary, the total amount of all claims the City of Fayetteville
may have against RAFTELIS under this contract or arising from the performance or non‐
performance of the services under any theory of law, including but not limited to claims for
negligence, negligent misrepresentation and breach of contract, shall not exceed $500,000. As
the City of Fayetteville’s sole and exclusive remedy under this contract any claim, demand or
suit shall be directed and/or asserted only against RAFTELIS and not against any of RAFTELIS’s
City of Fayetteville, AR
RFP 24‐08, Recycling and Trash Collection Rate Study
Contract: Raftelis Financial Consultants, Inc.
Page 3 of 6
employees, officers or directors. Neither the City of Fayetteville nor RAFTELIS shall be liable to
the other or shall make any claim for any incidental, indirect or consequential damages arising
out of or connected to this contract or the performance of the services on this project. This
mutual waiver includes, but is not limited to, damages related to loss of use, loss of profits, loss
of income, unrealized energy savings, diminution of property value or loss of reimbursement or
credits from governmental or other agencies.
7.Insurance: RAFTELIS shall furnish a certificate of insurance addressed to the City of Fayetteville within
ten (10) calendar days after contract finalization, presenting insurance which shall be maintained
throughout the term of the Contract in compliance with the terms of RFP 24‐08. If applicable, RAFTELIS
shall require any subcontractor to provide insurance. In the event any employee engaged in work on
the project under this contract is not protected under Worker’s Compensation insurance, RAFTELIS
shall provide and shall cause each subcontractor to provide adequate employer’s liability insurance for
the protection of such of their employees are not otherwise protected. Worker’s Compensation
coverage shall be applicable with state law.
8.Price:
a.RAFTELIS shall perform the services included in this proposal for a not‐to‐exceed fee of
$__111,858.00____ ($104,585.00 for Scope of Work in RFP and $7,000.00 allowance for travel
expenses).
i.RAFTELIS shall strive to make decisions based on what is best for the City. As such, the
RAFTELIS compensation is structured as a not‐to‐exceed fee, with billing to be
completed on a monthly basis until completion of project. Monthly invoice shall include
a breakdown of completed tasks and/or deliverables for the previous month.
b.Additional services requested that fall outside the scope of this project shall be provided on a
time‐and‐materials basis, subject to pre‐approval utilizing the hourly billing rates located in
Appendix A.
9.Payments:
a.Payments shall be made after approval and acceptance of each itemized invoice, which shall
not be unreasonably withheld.
b.Unless disputed by the City, payments shall be made 30 calendar days after acceptance of
invoice. Electronic delivery to the City is preferred.
10.Terms: All work as required in the Appendix A – Scope of Work shall be completed within _275_
calendar days of contract approval from Fayetteville City Council.
City of Fayetteville, AR
RFP 24‐08, Recycling and Trash Collection Rate Study
Contract: Raftelis Financial Consultants, Inc.
Page 4 of 6
11.Ownership of Documents:
a.All documents provided by the City are and remain the property of the City. RAFTELIS may retain
reproduced copies of drawings and copies of other documents.
b.All deliverables, whether in physical or electronic format, prepared by RAFTELIS or its
subconsultant as part of the Project shall become the property of City; provided, however, that
RAFTELIS shall have the unrestricted right to their use.
c.RAFTELIS shall retain its rights in its standard document details, specifications, databases,
computer software, and other proprietary property. Rights to intellectual property developed,
utilized, or modified in the performance of the Services shall remain the property of RAFTELIS.
d.RAFTELIS will grant the City, the State of Arkansas, and the United States of America a royalty‐
free, non‐ exclusive, non‐assignable and irrevocable license to reproduce and use, and to
authorize or ratify use by others, of all copyrightable material first produced or composed under
this agreement by the contractor, its employees or any individual or concern specifically
employed or assigned to originate and prepare such material.
12.Independent Contractor: RAFTELIS is an independent contractor of the City and shall maintain complete
responsibility for applicable state or federal law on unemployment insurance, withholding taxes, social
security, or other industrial, labor or discrimination law for its employees. RAFTELIS is responsible for its
agents, sub‐consultants, methods, and operations.
13.Notices: Any notice required to be given under this Agreement to either party to the other shall be
sufficient if addressed and mailed, certified mail, postage paid, delivery, e‐mail or fax (receipt
confirmed), or overnight courier.
14.Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractor will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25‐19‐101 et. Seq.). Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
15.Termination: This Contract may be terminated by the City of Fayetteville or RAFTELIS for any reason with
thirty (30) days written notice. If either party breaches this agreement, the non‐defaulting party may
terminate this Agreement after giving seven (7) days’ notice to remedy the breach. On termination of
this agreement, the City shall pay RAFTELIS for the services performed through the date of termination
within thirty (30) days of acceptance of final invoice.
City of Fayetteville, AR
RFP 24‐08, Recycling and Trash Collection Rate Study
Contract: Raftelis Financial Consultants, Inc.
Page 5 of 6
16.Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and
the City Council in advance of the change in scope, cost or fees. No modification of this contract shall be
binding unless made in writing and executed by both parties.
17.Applicable Law: This Agreement shall be governed by and construed in accord with the laws of the State
of Arkansas. Venue for all legal disputes shall be Washington County, Arkansas.
18.Contract Administration: The Mayor or their Designated Representative shall be the Contract
Administrator for this contract. RAFTELIS’s Principal or their Designated Representative shall be the
primary contact for all matters pertaining to this contract.
19.Professional Responsibility: RAFTELIS shall exercise reasonable skill, care, and diligence in the
performance of services and will carry out its responsibilities in accordance with customarily accepted
professional practices.
20.Permits & Licenses: RAFTELIS shall secure and maintain any and all permits and licenses required to
complete this Contract.
21.Publications: Recognizing the importance of professional development on the part of RAFTELIS’s
employees and the importance of RAFTELIS’s public relations RAFTELIS may prepare publications, such
as technical papers, articles for periodicals, promotional materials, and press releases, in electronic or
other format, pertaining to RAFTELIS’s services for the Project. Such publications will be provided to City
of Fayetteville in draft form for City of Fayetteville’s advance review. City of Fayetteville shall review
such drafts promptly and provide City of Fayetteville’s comments to RAFTELIS, City of Fayetteville may
require deletion of proprietary data or confidential information from such publications, but otherwise
City of Fayetteville will not unreasonably withhold approval. Approved materials may be used in a
variety of situations and do not require additional review or approval for each use. The cost of
RAFTELIS’s activities pertaining to any such publication shall be for RAFTELIS’s account.
22.Entire Agreement: These Contract documents constitute the entire agreement between the City of
Fayetteville and RAFTELIS and may be modified only by a duly executed written instrument signed by
the City of Fayetteville and RAFTELIS In the event of a conflict between the terms of this Contract and
the appendices, this Contract and the terms and conditions contained in Appendix B shall control.
23.Force Majeure: Any default in the performance of this Agreement caused by any of the following events
and without fault or negligence on the part of the defaulting party shall not constitute a breach of
contract: labor strikes, riots, war, acts of governmental authorities, unusually severe weather conditions
or other natural catastrophe, disease, epidemic or pandemic, or any other cause beyond the reasonable
control or contemplation of either party. Nothing herein relieves the City of its obligation to pay
RAFTELIS for services actually r endered .
24 . Severability : In the event that any court of competent jurisdiction shall determine that any provision of
this agreement shall be unenforceable, then that prov ision shall be deemed to be null and void and the
remaining provisions hereof shall remain in full force and effect.
25. Debarment Certification : RAFTELIS hereby provides debarment/suspension certification indicating
compliance with the below Federal Executive Orde r. Federal Executive Order (E.O .) 12549 "Debarment
and Suspension" requires that all contractors receiving individual awards , using federal funds, and all
sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing
business with the Federal Government . RAFTELIS hereby attests its principal is not presently debarred ,
suspended , proposed for debarment, declared ineligible, or voluntarily excluded from participation in
this transaction by any federal department or agency .
IN WITNESS WHEREOF, CITY OF FAYETTEVILLE, ARKANSAS by and through its Mayor, and RAFTELIS FINANCIAL
CONSULTANTS, INC. by its authorized officer has made and executed this Agreement as of the day and year first
above written .
By :--1--..L-K.CSM~-=----/-~~~~-~-
LIO
ATTEST :
By ~~
Kara Paxton, City Clerk Treasurer
Date Signed : ___ 0_8/_2_0_/2_0_2_4 ___ _
City of Fayettevil le, AR
RFP 24-08, Recycling and Trash Col lection Rate Study
Contract: Rafte lis Financial Consu lta nts , In c.
Page 6 of 6
RAFTELIS FINANCIAL CONSULTANTS, INC.
7/25/24
Date Signed : ___________ _
City of Fayetteville, AR and Raftelis Financial Consultants, LLC.
APPENDIX A – SCOPE OF WORK AND FEES
Page 1 of 4
CONTRACT FOR PROFESSIONAL SERVICES
RFP 24‐08, Recycling & Trash Collection Rate Study
APPENDIX A
Scope of Work & Fees
1. OVERVIEW:
Raftelis Financial Consultants, LLC. (Raftelis or Consultant) shall provide services in conducting a Rate
Study for the City of Fayetteville’s Recylcing and Trash Collection Division. The study shall include an
assessment of our existing operations, to include at a minimum, an analysis of the City of Fayetteville’s
Recycling and Trash Collection user characteristics, a review of the City’s current collection equipment,
review of the City’s current collection routes and timing, make recommendations for refinements and
modifications to the collections system and provide feasibility level cost estimates for implementation of
said recommendations.
2. SCOPE OF WORK:
The study performed by Raftelis shall address the following objectives:
A. Compare current recycling and trash collection service costs (operations, and capital improvement
needs) against appropriate industry benchmarks.
B. Recommend baseline rate structures required to guarantee the sustainability of the City’s
recycling and trash services and provide for collection equipment upgrade and maintenance.
C. Evaluate collection of:
i. Material by Program;
1. Curbside recyclables
2. Apartment recyclables
3. Commercial recyclables
4. Residential solid waste
5. Commercial solid waste
6. Industrial solid waste
7. Yard waste
8. Food Waste
ii. Bulk item pick up program
iii. Transfer station operation
iv. Recycling center operation
v. Hauling and disposal of all waste
vi. Marketing and processing of recyclables
vii. Composting program
viii. Franchise fees collection and administration
City of Fayetteville, AR and Raftelis Financial Consultants, LLC.
APPENDIX A – SCOPE OF WORK AND FEES
Page 2 of 4
ix. Planned capital improvements
x. Additional capital needs
xi. Operations and administration program
xii. Additional positions
D. Recommendations shall also consider annual inflationary and indexed adjustments that address the
overall policy direction outlined herein.
E. The study is to be performed in conformance with the following policy directions:
i. The recommended rate structures shall be based on cost of service and shall be sufficient
to meet the current and future revenue requirements of the City of Fayetteville’s Recycling
and Trash Division.
ii. The study shall recommend rate structures that consider and make provisions for the
following factors:
1. Achieving the goals outlined in the Recycling and Trash Collection Master Plan
adopted in February 2017
2. Current and future estimated costs to provide solid waste services in accordance
with established and anticipated standards and regulations in addition to the
adopted Solid Waste Reduction, Diversion, and Recycling Master Plan
3. Projected demands
4. Age and condition of fleet
5. Funding requirements for future facility and equipment upgrades
6. Changes in collection methods
iii. The recommended rate structures shall provide direct identification of revenues
appropriated to major funded activities and infrastructure.
iv. The study shall provide at least two (2) recommended rate alternatives for solid waste
servicesbased upon standard rate practice that meet the criteria outlined above. The
consultant will make recommendations as to which alternative best meets the criteria.
v. The benefits of any proposed modifications shall be weighed against the financial impacts
on rate payers.
vi. Justification of differences in proposed rate structures for different classes of customers
shall be provided.
vii. The recommended rate structures shall result in no decrease in stability of the revenue
stream, as compared to the current structure. Consideration shall be given to funding past
and future depreciation such as the necessary replacement or upgrade of
facilities/equipment.
viii. The recommended rate structures shall be easy to administer and understand and shall be
fully compatible with the City’s existing billing system.
ix. The recommended rate structure shall be provided through the next five (5) years.
F. In making rate structure recommendations, the final report shall explicitly include the following
elements and analysis for the provided solid waste services:
City of Fayetteville, AR and Raftelis Financial Consultants, LLC.
APPENDIX A – SCOPE OF WORK AND FEES
Page 3 of 4
i. Current Rate Structure – Assess the current rate structure’s performance as a baseline for
comparing and justifying recommended changes.
ii. Equity – Assess the equity of recommended rate structures for all types of property
ownership and user classes.
iii. Sensitivity Analysis – Assess the ability of the revenue stream generated by the
recommended rate structures to continue to fully fund recycling and trash collection
service costs. Include a sensitivity analysis where the long‐term revenue generated under
each alternative shall be illustrated when confronted with the impacts of growth or
increased demand.
iv. Rate Payer Education and Communication – Recommend methods for communicating
utility costs, including utility bill layout and how it might be used to identify actual costs of
providing recycling and trash collection services.
v. Annual Enterprise Fund Balance Targets
vi. Annual Target Contingency Fund Balances and Level of Liquidity
vii. Budgeting Horizon and Cycle – Assess the appropriate budgeting horizon and cycle needed
to support recommended rate structures.
viii. Comprehensive Summary of Recommended Rate Structures – Asses the performance of
each recommended rate structure over time and provide recommendations on the
preferred rate structure.
ix. Supporting Data – Provide data supporting conclusions and observations made for each of
the areas above and cite within the study.
3. PRICING:
A. Raftelis Financial Consultants, LLC. shall perform the services included in this proposal for a not‐to‐
exceed fee of $111,858.00 (104,585.00 for Scope of Work in RFP and $7,000.00 allowance for travel
expenses).
i. RAFTELIS shall strive to make decisions based on what is best for the City. As such, the
RAFTELIS compensation is structured as a not‐to‐exceed fee, with billing to be completed
on a monthly basis until completion of project. Monthly invoice shall include a
breakdown of completed tasks and/or deliverables for the previous month.
B. Additional services requested that fall outside the scope of this project shall be provided on a time‐
and‐materials basis, subject to pre‐approval utilizing the hourly billing rates below (rates will increase
3% annually, if applicable):
City of Fayetteville, AR and Raftelis Financial Consultants, LLC.
APPENDIX A – SCOPE OF WORK AND FEES
Page 4 of 4
4. TIMEFRAME & PROPOSED SCHEDULE:
A. Any adjustments to proposed schedule shall be coordinated through City staff:
RFP 24-08 Addendum 3
Raftelis
Raftelis Financial Consultants, Inc.
Supplier Response
Event Information
Number:RFP 24-08 Addendum 3
Title:Recycling and Trash Collection Rate Study
Type:Request for Proposal
Issue Date:3/17/2024
Deadline:4/16/2024 02:00 PM (CT)
Notes:The City of Fayetteville, Arkansas, is now accepting proposals from
qualified firms for services required to complete a comprehensive cost
of service/rate study for the Recycling and Trash Collection Division of
the City of Fayetteville. Any questions regarding this solicitation
process shall be directed to Amanda Beilfuss, City of Fayetteville Sr.
Purchasing Agent at abeilfuss@fayetteville-ar.gov or (479) 575-8220.
Contact Information
Contact:Amanda Beilfuss
Address:Purchasing
Room 306
City Hall
113 West Mountain Street - Room 306
Fayetteville, AR 72701
Email:abeilfuss@fayetteville-ar.gov
Vendor: Raftelis RFP 24-08 Addendum 3Page 1 of 2 pages
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Raftelis Information
Address:227 W. Trade Street
Suite 1400
Charlotte, NC 28202
Phone:(704) 373-1199
By submitting your response, you certify that you are authorized to represent and bind your company.
Thierry Boveri tboveri@raftelis.com
Signature Email
Submitted at 4/16/2024 01:33:06 PM (CT)
Requested Attachments
RFP 24-08, Recycling and Trash Collection Rate Study Raftelis Proposal.pdf
Please attach the signed and completed RFP form, located in the 'Attachments' tab, along with proposal.
Bid Attributes
1 Addendum Acknowledgement
By selecting "I agree", you acknowledge that you have read all addendum(s) that have been issued for this
solicitation, if applicable.
I agree
Vendor: Raftelis RFP 24-08 Addendum 3Page 2 of 2 pages
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City of Fayetteville
Recycling and Trash Collection Rate Study
RFP 24-08 / APRIL 16, 2024
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341 North Maitland Ave, Suite 300, Maitland Fl. 32751
www.raftelis.com
April 16, 2024
Ms. Amanda Beilfuss
Senior Purchasing Agent
City of Fayetteville
113 W. Mountain, Room 306
Fayetteville, AR 72701
Subject: Proposal for Recycling and Trash Collection Rate Study (RFP 24-08)
Dear Ms. Beilfuss:
Raftelis Financial Consultants Inc. (Raftelis) and Kessler Consulting Inc. (KCI) are pleased to submit this proposal
to assist the City of Fayetteville (City) Department of Public Works’ Recycling and Trash Collection Division
(RTC) with a Recycling and Trash Collection Rate Study (Study). The primary aim of this evaluation is to
recommend operational improvements to the collection system and implement rates that fairly recover costs while
supporting the financial sustainability of the enterprise fund. We believe that leveraging the combined strengths of
Raftelis and KCI will provide the City with the most effective project team to accomplish its specific study goals and
further advance broader objectives such as the City's Climate Action Plan waste diversion goals.
Established in 1993, Raftelis has grown to become the largest water, wastewater, solid waste, stormwater, and
electric utility rate and management consultancy in the country with over 170 consultants. Our mission is dedicated
to assisting our clients in achieving financial viability to help ensure success in their mission and objectives. We are
dedicated to staying at the forefront of industry trends and best practices through our belief in continual learning and
contribution within industry trade organizations such as the Solid Waste Association of North America (SWANA).
With a track record of assisting over 1,700 utilities nationwide, our approach is grounded in extensive experience
and a deep understanding of the unique challenges facing municipal services.
Founded in 1988 with the sole focus of generating innovative, sustainable solid waste, recycling, and organic
management solutions that improve our environment, KCI brings extensive experience in strategic planning and
optimization for solid waste collection operations. With significant local and regional institutional knowledge, KCI
has led or participated in several studies, including the City’s Solid Waste Reduction, Diversion, and Recycling Master
Plan, as well as the Boston Mountain and Benton County Solid Waste District (BMSWD) Northwest Arkansas
Regional Waste Reduction & Recycling Master Plan.
To ensure the City's needs are met with the utmost expertise, our project team leaders will include Mr. Thierry
Boveri, Vice President with Raftelis, serving as the Project Manager with approximately 20 years of expertise in
solid waste cost-of-service engagements and Mitch Kessler as the collection operational assessment lead with
approximately 39 years of solid waste consulting experience. Raftelis and KCI have a successful past track record of
effective collaboration and teamwork through overlapping engagements including several financial and planning
engagements including: Hillsborough County Florida, Manatee County Florida, Sarasota County Florida, Fort
Pierce Utility Authority Florida, and Oakland Park Florida.
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341 North Maitland Ave, Suite 300, Maitland Fl. 32751
www.raftelis.com
Following this letter, we have attached our proposal which documents our respective firm profiles, project team,
qualifications and references, and project approach. We are proud of the resources that we can offer to the City of
Fayetteville, and we hope for the opportunity to be of assistance on this engagement.
Sincerely,
Thierry Boveri, CGFM
Vice President
P: 407.628.2600
E: tboveri@raftelis.com
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Table of
Contents
Firm Overview .......................................... 1
Industry Knowledge ................................ 5
Project Approach .................................... 6
Experience ............................................. 14
Project Personnel .................................. 22
Timeline .................................................. 33
Cost Proposal ........................................ 34
Exceptions ............................................. 36
Appendix: Required Forms .................. 37
Diversity and inclusion
are an integral part of
Raftelis’ core values.
We are committed to doing our part to fight
prejudice, racism, and discrimination by
becoming more informed, disengaging with
business partners that do not share this
commitment, and encouraging our
employees to use their skills to work toward
a more just society that has no barriers to
opportunity.
Raftelis is registered
with the U.S. Securities
and Exchange
Commission (SEC) and
the Municipal Securities
Rulemaking Board
(MSRB) as a Municipal
Advisor.
Registration as a Municipal Advisor is a
requirement under the Dodd-Frank Wall
Street Reform and Consumer Protection
Act. All firms that provide financial forecasts
that include assumptions about the size,
timing, and terms for possible future debt
issues, as well as debt issuance support
services for specific proposed bond issues,
including bond feasibility studies and
coverage forecasts, must be registered with
the SEC and MSRB to legally provide
financial opinions and advice. Raftelis’
registration as a Municipal Advisor means
our clients can be confident that Raftelis is
fully qualified and capable of providing
financial advice related to all aspects of
financial planning in compliance with the
applicable regulations of the SEC and the
MSRB.
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RAFTELIS 1
FIRM OVERVIEW
Who is Raftelis
HELPING LOCAL GOVERNMENTS AND UTILITIES THRIVE
Local government and utility leaders partner with Raftelis to transform their organizations by enhancing performance,
planning for the future, identifying top talent, improving their financial condition, and telling their story. We’ve helped
more than 700 organizations in the last year alone.
General Information
Firm Name: Raftelis Financial Consultants, Inc. (DBA Raftelis)
Address of Firm: 341 N. Maitland Ave, Maitland Fl. 32751
Years in Business: 31 years
Other Names: Raftelis is a subchapter S-Corporation incorporated in the state of North Carolina on April 23,
2004. The predecessor to Raftelis, Raftelis Environmental Consulting Group, Inc., was established on May 10,
1993 by George A. Raftelis to provide financial and management consulting services of the highest quality to
public-sector clients. In 1999, the firm’s name was changed to Raftelis Financial Consulting, PA. Following the
sale of a portion of the firm to a group of employees on April 22, 2004, the firm’s name changed to Raftelis
Financial Consultants, Inc., which remains the firm’s legal name. We currently do business as Raftelis.
Current Insurance: Please see the following page for a copy of our insurance coverage.
OUR SUBCONSULTANT
Kessler Consulting, Inc.
Kessler Consulting, Inc., (KCI) is a national leader in solid waste management planning and program
implementation. Their experience developing strategic, practical, and sustainable programs and recommendations
from operational analyses across the United States is unparalleled. Throughout our 36-year history, KCI has worked
on over 1,000 projects for more than 350 clients in 37 states and 10 countries. With their corporate office in Florida,
and satellite offices in North Carolina, Maine, Pennsylvania and Puerto Rico, KCI has helped clients remain on the
leading edge of solid waste collection, recycling, composting, waste reduction, and environmental stewardship.
KCI is committed to developing environmentally sound and economically viable solutions for our clients that
include innovative and realistic solid waste management strategies and technologies. Their results-oriented service
has solidified KCI’s position as a top solid waste planning and management consulting firm in the Southeastern
United States and nationally.
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RAFTELIS 2
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RAFTELIS 3
We believe that Raftelis is the right fit for this project. We provide several key factors
that will benefit Palo Alto and help to make this project a success.
RESOURCES & EXPERTISE: This project will require the resources necessary to effectively staff the project
and the skillsets to complete all of the required components. With more than 170 consultants, Raftelis has the
largest utility-industry financial and management consulting practice in the nation, including many of the industry’s
leading rate consultants and experts in key related areas, like stakeholder engagement and data analytics. Our depth
of resources will allow us to provide the City with the technical expertise necessary to meet your objectives.
DEFENSIBLE RECOMMENDATIONS: When your elected officials and customers are considering the validity
of recommended changes, they want to be confident that they were developed by experts using the latest
industry standard methodology. Our staff are involved in shaping industry standards by serving as a board of
director and chairing committees within the Solid Waste Association of North America and co-authoring many
industry-standard books regarding utility finance and rate setting. Being so actively involved in the industry will
allow us to keep the City informed of emerging trends and issues and to be confident that our recommendations are
insightful and founded on sound industry principles. In addition, with Raftelis’ registration as a Municipal Advisor,
you can be confident that we are fully qualified and capable of providing financial advice related to all aspects of
utility financial planning in compliance with federal regulations.
HISTORY OF SIMILAR SUCCESSES: An extensive track record of past similar work will help to avoid
potential pitfalls on this project and provide the know-how to bring it across the finish line. Raftelis staff has
assisted 1,000+ utilities throughout the U.S. with financial and rate consulting services with wide-ranging needs and
objectives. Our extensive experience will allow us to provide innovative and insightful recommendations to Palo
Alto and will provide validation for our proposed methodology ensuring that industry best practices are
incorporated.
USER-FRIENDLY MODELING: A modeling tool that your staff can use for scenario analysis and financial
planning now and into the future will be key for the City going forward. Raftelis has developed some of the most
sophisticated yet user-friendly financial/rate models available in the industry. Our models are tools that allow us to
examine different policy options and cost allocations and their financial/customer impacts in real time. We offer
model options including Microsoft Excel-based and web-based tools that are developed with the expectation that
they will be used by the client as a financial planning tool long after the project is complete.
RATES THAT ARE ADOPTED: For the study to be a success, rates must be successfully approved and
implemented. Even the most comprehensive rate study is of little use if the recommendations are not approved
and implemented. Raftelis has assisted numerous agencies with getting proposed rates successfully adopted. We
focus on effectively communicating with elected officials about the financial consequences and rationale behind
recommendations to ensure stakeholder buy-in and successful rate adoption.
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RAFTELIS 4
OUR TEAM INCLUDES
170+ consultants focused on
finance/management/communication/
technology for the public sector
2 members of
AWWA and WEF utility finance and SWANA management committees and subcommittees
chairs
& 16
& a Past President of AWWA and SWANA
Board of Directors
RAFTELIS HAS PROVIDED ASSISTANCE FOR
1,700+ public agencies
and utilities
25% of the
U.S. population
that serve more than 41 of the nation’s
50 largest cities
including the agencies serving
1,300+ projects
for
in the past year alone, we worked on 700+ agencies
in 47 states
How we stack up
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RAFTELIS 5
INDUSTRY KNOWLEDGE
Knowledge of Applicable Regulations
and Local Conditions
Our proposed project team and in particular, KCI, will bring to bear their extensive knowledge of local
conditions. As previously noted, KCI prepared the City’s 2016 solid waste master plan which required, among
other things, developing a thorough understanding of the local regulatory environment and understanding of key
challenges facing the City and region such as the need to improve on landfill diversion goals and recycling
processing infrastructure. KCI also played a critical role in developing the Northwest Arkansas Regional Waste
Reduction & Recyling Master Plan on behalf of the Boston Mountain Region and Benton County Solid Waste District
(BMSWD). KCI completed a Recycling and Transfer Facility Assessment, Conceptual Design, and Cost Estimate for the
City and continues to provide on-call support. Additionally, KCI has been retained by BMSWD to perform an
Operations Analysis and Waste Characterization Study for the region, which will include characterization of the
City’s MSW. Please reference KCI project experience for more detail concerning these engagements.
All together, KCI’s extensive and ongoing work with the City and region provide unparalleled knowledge and
understanding that will help ensure insightful analysis and recommendations to help guide the City to achieving its
service delivery, waste diversion, and climate change goals in a financially sustainable and equitable manner.
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RAFTELIS 6
PROJECT APPROACH
Project Understanding
The City of Fayetteville is seeking proposals to perform a Recycling and Trash Collection Rate Study that will
include an evaluation of the current collection operations. The primary aim of this evaluation is to recommend
operational improvements to the collection system and implement rates that fairly recover costs while supporting
the financial sustainability of the enterprise fund. A key area of focus will be to evaluate potential changes or
enhancements to the City’s collection operations in order to support the broader objectives and recommendations as
adopted in the 2017 Master Plan and 2018 Climate Action Plan.
Project Approach
Our project approach is structured around two (2) primary parallel activities with the performance of an operational
assessment of the collection system and the development of a ten (10) year financial and cost-of-service model.
Ultimately, the product of this work effort will result in what can be described as a “mini masterplan” through the
evaluation of three (3) overall system options including: a) the continuation of the “status quo” assuming the current
collection operations and service levels are maintained; and b) up to two (2) possible collection system alternatives
that we would develop with staff input that could be more focused around advancing the City’s past master plan,
waste diversion, and Climate Action Plan goals.
The collection system assessment will be led primarily by KCI and include a review of the collection equipment,
route requirements, and development of planning level cost estimates of alternatives selected in consultation with
the City that will ultimately form the basis of the operational assessment recommendations. The assessment will
include field visits and collection system ride-along to help inform collection system recommendations. As part of
the operational assessment, we have included allowances for the evaluation of up to three (3) options and planning
level cost estimates for operations including the current operations or “status quo” and two (2) collection system
operations alternatives. This effort will consider the current and future collection system needs of the City and
explore how changes to collection operations can further advance the City’s objectives towards increased diversion.
The financial model and cost-of-service efforts will be primarily led by Raftelis and include the development of a
dynamic decision support model of the City’s collection operations to facilitate working sessions with City / RTC
staff. The model will have the capability of adjusting the number of customers by class and service, waste
generation, waste diversion, collection routes, labor and vehicle requirements, among other factors, to support
decision making around the benefits and costs related to each of the up to 3 operational scenarios under
consideration. The model will allow for sensitivity testing of each option with the corresponding effects on the
City’s financial condition (e.g., cashflows and reserve balances) and rates.
Our work efforts will culminate in the development of a detailed report documenting the study approach, key
assumptions, findings, and recommendations. Once staff has reviewed the draft report, the project team will then
present the study findings and recommendations to key stakeholders, including the Mayor and City Council.
Council input will be considered and incorporated into the final report and recommendations.
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RAFTELIS 7
Task 1: Project Initiation and Operational Assessment
This task relates to project management, data collection, and operational assessment. The task will be initiated with
a virtual meeting to broadly discuss the project objective and address project management protocols. This will lead
into an on-site workshop with staff to better identify the key issues and areas of concern for the study. The on-site
workshop will be performed concurrent with the necessary field work to support the operational assessment. The
work effort will conclude with a virtual presentation of key findings and recommendations, as well as outline the
options or scenarios that will be evaluated in development of the feasibility level cost estimation and financial plan
formulation.
Task 1.1: Preliminary Virtual Kick-off Meeting
A productive kick-off meeting is the most effective way to begin a project of this nature. Prior to the kick-off
meeting, we will submit a data request with the information needed to complete the study. This will include
financial information, operational data, billing data, key agreements for service, debt service schedules, existing rate
models and studies, etc. We have proposed a virtual kick-off meeting and the goals for this meeting include:
• Providing a forum to finalize the work plan and schedule with City staff
• Establish the cadence for periodic study check-ins and primary points of contact
• Confirm the study goals, objectives, and timeline with City staff
• Discuss and review the data needs for the project
• Discuss any general areas of concern or issues related to the study
• Discuss any rate design goals and objectives (e.g., review or enhance PAYT structure)
• Discuss and formalize field work necessary for the performance of the operational assessment
DELIVERAB LES :
• Data request and kick-off meeting agenda
MEETINGS :
• Meeting 1 – Virtual project kick-off meeting
Task 1.2: On-site Workshop
This task will be performed concurrently with Task 1.3. The workshop purpose of the workshop will be to facilitate
open dialogue with City staff concerning the key collection system issues and potential operational changes that the
project team will explore as part of our evaluation. This workshop will include:
• Background / operating environment overview of RTC operations
• Discussion of the current challenges and opportunities
• Specific areas of focus for the operational study
• Final coordination of on-site field work as needed
DELIVERAB LES :
• Workshop agenda
MEETINGS :
• Meeting 2 – On-site Workshop
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RAFTELIS 8
Task 1.3: Conduct Operational Assessment
KCI will conduct a three-day on-site assessment of City-provided collection operations, which we anticipate will
include the following activities:
• Conduct field-level observations, ride-a-longs on selected collection routes, targeted audits of route
performance (e.g., time and motion data on segments of selected routes), and interviews with collection and
management staff. This work will cover all City collection services by customer and service class (e.g.,
residential, multi-family, and commercial) and material types )e.g., recyclables, yard waste, food waste,
solid waste, and bulk items).
• Review routes for length, efficiency, and impacts on overall operations.
• Organizational chart, administrative staff responsibilities, collection staff service and route assignments, and
labor hour reports.
• Vehicle inspection procedures, maintenance and repair services, and aging and replacement schedule.
• Assess current on-board and information technology for tracking collection operations, customer service
verification, vehicle performance, and safety as well as responding to service and dispatch requests.
• Discuss with staff the findings from recently conducted facility assessments and perform additional, targeted
work as required to support this project.
• Review procedures for handling on-call services, excessive volume, and code violations.
• Identify program components and options that could potentially lower costs, improve service delivery,
optimize collection routes, improve operational efficiency and productivity, and/or increase materials
recovery rates related to existing services.
• Identify potential tools and performance metrics to assist in measuring improvement progress.
At the conclusion of this work effort, KCI will develop key performance metrics for each collection service (e.g.,
route size, recycling set out rate, stops per hour, tons per worker hour, fleet replacement, and others) and
benchmark the City’s services against industry standards and ranges. KCI will also identify unique local conditions
that impact City’s service performance metrics to provide context for the benchmarking comparisons. KCI will
develop a summary of key findings and preliminary recommendations for consideration. Raftelis and KCI will
participate in a virtual meeting with staff to discuss the findings and finalize the collection method options that will
be evaluated in development of the feasibility level cost estimation and financial plan formulation.
DELIVERAB LES :
• Three-day on-site assessment
• Key Findings Memorandum
MEETINGS :
• Meeting 3 – Virtual Meeting to Discuss Key Findings with Staff
Task 2: Financial Model Revenue Requirements Forecast
Development
Task 2.1: Historical and Forecasted Customer/Tonnage and Route Statistics
The project team will evaluate and analyze a minimum of three to five years of historical solid waste user
characteristics including billing data, waste deliveries by customer class, type, and quantity (weight or volume), and
routing operational data (# of vehicles, pickups per route day, etc.). Based on the analysis of historical trends,
Raftelis will develop a multi-year forecast comprising up to ten years (Forecast Period) of customer, waste
generation, and routing statistics which will be used to forecast operating revenues and expenses of the Fund.
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RAFTELIS 9
This task will include recognition of growth from new development as identified by City staff to aid in identifying
customer and rate impacts as part of future tasks.
Task 2.2: Preparation and Validation of the Revenue Forecast
Utilizing projections from Task 2.1, Raftelis will develop revenue projections under existing rates. This task will
include a revenue test to validate the revenue model by comparing calculated revenues for the most recently
completed historical year relative to audited and reported revenues. This task will include recognition of incremental
revenues from new development as identified by City staff.
Task 2.3: Operating Expense Forecast and Allocation by Service
Raftelis will summarize and analyze three to five years of historical operating expenses by cost center function and
by line item within each cost center. The historical evaluation will be used to identify trends in expenses. The
current operating expense budget will serve as the baseline for the forecast and may be adjusted based on historical
trends as would be discussed and confirmed with staff. Generally, the projection of operating expenses will be
escalated from the base year recognizing: i) historical trends in such costs; ii) indexing provisions related to contract
operations (if applicable); iii) assumed escalation in costs based on the cost drivers such as number of customers,
collection routes, waste generation, and/or other factors; and iv) possible changes in operations (e.g., additional
personnel, new contract, new services, changes in operations, etc.).
We understand that the City’s operations can change or
evolve over time due to changes in waste generation and
diversion associated with implementation of the City’s
waste diversion goals. We would propose developing a
series of supporting work papers to adequately forecast
and model costs based on the key dynamic relationship
among your operations and the service requirements of
your customers. For example, changes in routing
operations requires the ability to change expected labor,
vehicle, maintenance, and fuel requirements. In this way
as we revise assumptions of collection service
requirements or waste diversion, we capture the
proportional and corresponding change in projected
operating expenses. We typically try and model all key
dynamic relationships, as well as attempt to factor other
incremental changes in costs. Ultimately our goal is to develop a digital financial twin of your solid waste
operations, which we believe adds value through the insights garnered from understanding the dynamic relationship
of customer needs, operational requirements, and cost of service.
Once the costs are forecasts and if not already allocated by the City through the budget process, Raftelis will work
with staff to assign costs among the various programs or services of RTC using industry-accepted cost allocation
practices.
Dynamic Operating Expense Forecast
Cost of Service Relationship
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RAFTELIS 10
The following services identified pursuant to the RFP and the past rate study will serve as the minimum basis of cost
allocation:
Management, Billing, & Administration
Collection
Automated Refuse Commercial Container Refuse
Curbside Recycling Apartment Recycling
Commercial Recycling Curbside Yard Waste
Bulky Collection Dropbox Collection
Food Waste Pilot Glass Pilot
Recycling Drop-Off
Facilities / Disposal
Transfer Station Recycling Processing Facility
Compost Facility
Task 2.4: Development of the Capital Improvement and Equipment Program
If the City does not already have a forecast of capital needs for the system, we will work with City staff to review the
City’s applicable fleet and fixed asset records by age, type, and condition (if available) to support a desktop
evaluation of the near-term capital needs. We will work with staff to develop a forecast of the associated capital and
equipment needs. The evaluation will consider potential changes in operations and new capital as well as previously
identified capital needs pursuant to City-adopted capital plan. We will review the City’s capital improvement plans
to understand projects scopes, budgets, and fact sheets. We will discuss the projects with staff to understand details,
confidence in project budgets, risk identification, and if projects will achieve the desired outcomes. We will then
allocate expenditures by service or program type, and identify the corresponding funding sources for each project or
capital expenditure.
This task will include feasibility level cost estimates as developed by KCI for the 3 collection system operations
under consideration.
Task 2.5: Other Revenue Requirements and Recommended Reserve Targets
This task involves identifying: i) any debt service or capital lease requirements (if applicable) and compliance
requirements (e.g., loan agreements/debt service coverage); ii) required deposits for maintaining reserve targets and
future capital funding needs; and iii) other funding requirements associated maintaining minimum financial
performance metrics.
Raftelis will work with staff to identify and recommend minimum cash reserve balances to meet the objectives of the
City, which may include consideration for operating reserves, long-term liabilities, force majeure events, and/or
unexpected capital needs. Our recommendations will be based on a review of the City’s solid waste cashflow
requirements, Government Finance Officers Association (GFOA) guidance, and credit rating agency guidelines,
and other best practices. Our reserve recommendations generally tie to a purpose and a basis for a minimum reserve
requirement, accounting for at a minimum operating or working capital reserves, capital reserves, debt service, and
potentially other reserve requirements. We will develop these recommendations based on discussions and input
with City staff.
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RAFTELIS 11
Task 2.6: Determination of Revenue Sufficiency
We will develop an “optimal” revenue requirement financial plan balancing a mix of cash funding and debt
financing capital projects (if applicable) while meeting reserve targets and debt service coverage requirements while
maintaining conservative debt capacity levels and minimizing revenue increases. This balance is subject to the
constraints of meeting the City’s target reserve policies and debt service coverage requirements on any proposed
debt. We will calculate annual rate revenue adjustments needed through the study period. The graphic below
illustrates the requirements needed to build a sound financial plan.
DELIVERABLES :
• 10-year forecast of revenue requirements with forecasted incremental changes, reserves analysis, and
financial plan alternatives. This task will include development of a management dashboard.
• Feasibility level cost estimates
MEETINGS:
• Three (3) Virtual Meetings 4 – 6: To review and discuss key assumptions and findings in the formulation of
the projected revenue requirements of the system.
Financial Planning Process
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RAFTELIS 12
As part of Task 2.6 and if not already developed within the City’s current financial model, Raftelis will develop a customized
financial model that incorporates a dashboard to allow you to easily run scenarios and see the impacts in real time. Shown
here is a sample dashboard that we developed for another project.
Task 3: Cost of Service and Rate Design
Task 3.1: Cost of Service Allocations and Rate Structure Alternatives
Concurrent with Task 2, in development of the revenue requirements, we will work to allocate costs based on the
cost causative drivers for collection operations, such as the amount of labor, equipment, time, among other things,
for each of the distinct services offered by the City. We will ensure that the cost allocations meet a rational nexus
and can be easily explained when communicating needs to stakeholders.
The allocated costs will then be divided by the underlying billing units by service type / level to determine the unit
cost of collection. The rate structure alternatives determined with aid of input from City staff during the Task 1
Project Initiation will then be populated using the unit costs in the formation of the proposed rate structure
alternatives. This task contemplates the development of several rate structure alternatives as needed for staff’s
consideration.
Task 3.2: Customer Bill Impact Analysis and Rate Implementation Strategies
Based on the rate structures identified in the prior task, we will develop a comparison of the cost of service to rate
recovery under the new rates as well as existing rates. We will work with City staff to develop several rate phasing
strategies to minimize impacts to customers from the cost recovery changes. This will allow the City to understand
the customer impacts of the proposed rate structure alternatives proposed to address any inequities in the existing
rate structure.
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RAFTELIS 13
DELIVERABLES:
• Three (3) Customer bill impact and rate structure alternatives.
MEETINGS:
• Virtual Meeting 7 – Review cost of service and rate design analysis.
• Virtual Meeting 8 – Present final findings and recommendations to City project team / RTC staff
• Virtual Meeting 9 – Present final findings to City Administration
Task 4: Reporting and Presentation
Task 4.1: Draft Report
The draft report will include an executive summary highlighting the findings of the operational assessment and
financial planning and cost-of-service work efforts. The main body of the report will include an assessment of
current services, service area descriptions, an overview of O&M expenses, operational priorities, the capital
improvement plan, the financial plan, and the proposed rates. It will also contain a discussion on rate structure
selection, rate design assumptions, and methodologies used to develop the rates. The report will provide rate
recommendations and alternatives for a five-year planning period. The City will provide comments for
incorporation into the final report. The report will serve as the administrative record and will show the nexus
between the City’s costs and proposed rates.
Task 4.2: Council Public Presentation
Raftelis will make a presentation to the Mayor and City Council during a public meeting. The purpose of this
presentation is to present the results of the study and seek input from policy makers regarding any changes to the
proposed collection operations and proposed rates. Presentation materials will be provided to City staff for review
prior to the presentation.
Task 4.3: Final Report
Raftelis will incorporate all prior City staff and City Council input into the final report.
DELIVERAB LES :
• Draft and Final Report
• Presentation for City Council
MEETINGS :
• Virtual Meeting 10 – Discuss Draft Report Comments with Staff
• On-site Meeting 11 – Present findings to the Mayor and City Council
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RAFTELIS 14
EXPERIENCE
Experience and Performance Records
RAFTELIS HAS THE MOST EXPERIENCED UTILITY FINANCIAL AND
MANAGEMENT CONSULTING PRACTICE IN THE NATION.
Our staff has assisted more than 1,700 local government agencies and utilities across the U.S., including some of the
largest and most complex agencies in the nation. In the past year alone, Raftelis worked on more than 1,300
financial, organizational, and/or technology consulting projects for over 700 agencies in 47 states, the District of
Columbia, and Canada. Below, we have provided descriptions of projects that we have worked on that are similar
in scope to the City’s project. We have included references for each of these clients and urge you to contact them to
better understand our capabilities and the quality of service that we provide.
RAFTELIS REFERENCES
Hillsborough County FL
Reference: Damien Tramel., Solid Waste Management Division Director
P: 813.663.3211 / E: trameld@hcfl.gov
Length of Service: 2005 – Present
Raftelis has prepared a financial forecast and revenue sufficiency analysis and model of the County’s Solid Waste
Division, which includes both disposal and collection services. The financial forecast and model was prepared to
evaluate the current and projected fiscal position, support the development of collection and disposal fee rates for
service, and develop a funding plan for ongoing capital re-investment. The financial forecast encompassed a six-year
planning horizon. Study tasks have included:
• Compilation of historical solid waste deliveries received by the County, by waste type, and the projection of
solid waste tonnage to estimate residential assessment and tipping fee disposal revenues
RAFTELIS HAS PROVIDED FINANCIAL/
ORGANIZATIONAL/TECHNOLOGY ASSISTANCE
TO UTILITIES SERVING MORE THAN
25% OF THE U.S. POPULATION.
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RAFTELIS 15
• Preparation of forecast of residential/dwelling unit, and commercial customer growth, and waste generation
rates to estimate solid waste collection revenues as well as the delivery of municipal solid waste to the
County disposal facilities
• Projection of electric rate revenues derived from the operation of the waste-to-energy (WTE) facility,
recognizing changes in fuel prices, and contractual arrangements for the sale of electricity to other utilities
• Projection of operating expenses, including contractual fees for:
1. Operation of the landfill and other disposal facilities
2. Providing collection services by the County’s contractors
• Preparation of change in landfill closure and long-term liability for expense recognition and funding
considerations
• Development of a capital funding plan
• Developed cost allocation and development of rates based on cost to provide service by customer class,
waste type, and service provided (e.g., disposal and residential collection since separately assessed)
• Assisted in development of residential assessment rate resolution and solid waste rate schedules and
presentation to Board of County Commissioners
• Providing the rate and financial model for County staff’s internal use
Raftelis has annually updated the financial and revenue sufficiency model in support of annual budget process, to
review the financial position of the system, and to maintain compliance with the overall business plan adopted by
the Board of County Commissioners.
City of Huntsville AL
Reference: Penny Smith, Director of Finance
P: 256.427.5062 / E: penny.smith@huntsvilleal.gov
Length of Service: 2023 – Present
The City of Huntsville, Alabama (City) currently provides trash, residential bulky waste, and storm debris cleanup
to approximately 67,400 residential and commercial accounts producing approximately 165,000 tons of waste per
year. The City provides these services primarily in-house through their Sanitation Division (Division). The
Division’s financial operations currently reside within the City’s General Fund, and capital and operating costs have
been greater than what is collected from its customers as charges for services. However, the Division is in the
process of establishing operations as a separate and distinct enterprise fund. To do so, the enterprise fund must set
rates sufficient to fully recover the cost of operation. The City has not conducted an independent review of the cost
of service for its solid waste operation since 1994. As a result, the City engaged Raftelis to perform a cost of service
and financial planning study to provide rate, capital planning, and fiscal policy recommendations to promote
financial stability and continuity for the Division’s solid waste operation as it transitions out of the General Fund
and into its own enterprise fund. The study is currently active and on-going with the goal to take results to City
Council at the end of this calendar year.
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RAFTELIS 16
Oklahoma City Water Utilities Trust OK
Reference: Vanessa Aguilar, Business Manager, City of Oklahoma City, Utilities Department
P: 405.297.2825 / E: vanessa.aguilar@okc.gov
Length of Service: 2020 – present
The City of Oklahoma City (City) Water Utilities Trust (OCWUT) provides solid waste collection and disposal
services to approximately 645,000 people with contractor-provided collection service to about 60% of the customer
base and City in-house provided collection service to about 40% of the customer base. Collection services primarily
include refuse, recycling, and bulky waste. The City is also responsible for a number of solid waste programs from
neighborhood clean ups, household hazardous waste, rural recycling convenience centers, street sweeping, and
others. Raftelis recently assisted the City through the performance of a formal cost-of-service rate study and
financial forecast model. A key element of the engagement included: i) providing recommendations concerning rate
revenue adjustments over a 10-year period including modeling of fleet replacement and identifying capital needs; ii)
providing recommendations concerning the establishment of cash reserves for operating, capital, storm, cart, and
other reserves; and iii) identification of the cost of service for several of the City’s key services including, bulky
waste collection, recycling, illegal dumping and litter collection, and flow fee design. Raftelis assisted the City in
modeling cart and fleet replacement cycles. Currently Raftelis is assisting the City in determining the cost of in-
housing certain contracted operations.
Lee County FL
Reference: Douglass Whitehead, Solid Waste Director
P: 239.533.8917 / E: dwhitehead@leegov.com
Length of Service: 2014 – present
Raftelis has prepared a financial forecast and revenue sufficiency analysis and model of the County’s Solid Waste
Division, which includes both disposal and collection services. The financial forecast and model were prepared to
evaluate the current and projected fiscal position, support the development of collection and disposal fee rates for
service, and develop a funding plan for ongoing capital re-investment. The financial forecast encompassed a six-year
planning horizon. Study tasks have included:
• Compilation of historical solid waste deliveries received by the County, by waste type, and the projection of
solid waste tonnage to estimate residential assessment and tipping fee disposal revenues
• Preparation of forecast of residential/dwelling unit, and commercial customer growth, and waste generation
rates to estimate solid waste collection revenues as well as the delivery of municipal solid waste to the
County disposal facilities
• Projection of electric rate revenues derived from the operation of the waste-to-energy (WTE) facility,
recognizing changes in fuel prices, and contractual arrangements for the sale of electricity to other utilities
• Projection of operating expenses, including contractual fees for:
o Operation of the landfill and other disposal facilities
o Providing collection services by the County’s contractors
• Preparation of change in landfill closure and long-term liability for expense recognition and funding
considerations
• Development of a capital funding plan, including the funding of a landfill replacement reserve (new landfill)
for future disposal requirements
• Developed cost allocation and development of rates based on cost to provide service by customer and waste
type
• Providing the rate and financial model for County staff’s internal use
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RAFTELIS 17
Raftelis has annually updated the financial and revenue sufficiency model in support of annual budget process, to
review the financial position of the system, and to maintain compliance with the overall business plan adopted by
the Board of County Commissioners.
City of Wilmington NC
Reference: Rick Porter, MBA MESH, Superintendent of Recycling & Trash Services
P: 910.341.0081 / E: rick.porter@wilmingtonnc.gov
Length of Service: 2021 – present
Raftelis was involved in performing a comprehensive rate study, operational assessment, and collection routing
optimization study for the City of Wilmington to ensure the Solid Waste Division is operating efficiently and cost
effectively and that the existing charges and fee structure adequately recover the expenses associated with providing
service. This effort included developing a 10-year prospective financial model with estimated costs of service for the
upcoming fiscal year as well as providing rate recommendations. Additionally, this included performing a full
operational assessment and providing recommendations for improvement. Developing the costs of service also
required a detailed analysis of the Division’s fixed assets, fleet, and future CIP. Performing this analysis provided
additional insight into the Division’s operations as a whole and provided the basis for final recommendations.
A key finding of the study was to provide recommendations to adjust the City’s solid waste collection fees by 4% for
the Fiscal Year 2022, which required formal presentation to City stakeholders and City Council. The proposed rate
recommendations were unanimously approved. The following provides an excerpt from the dynamic model
developed for the City to aid in evaluating changes in the City’s fleet replacement cycle.
Charts shown above reflect the fleet module, a component of the financial model, used to assist staff in examining effects of changes in fleet replacement cycles.
The tool also calculated estimated replacement cost, expected residual value from sale of used vehicles, and changes in maintenance expenses as vehicles age.
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RAFTELIS 18
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AL City of Huntsville ● ●
AK Municipality of Anchorage ● ● ● ●
AZ City of Chandler ● ●
CA Calaveras County ●
CA City of Chino ●
CA City of Lincoln ●
CA City of Long Beach ● ● ●
CA Madera County ● ●
CA City of Monterey Park ● ● ●
CA City of Ontario ● ● ●
CA City of Oxnard ● ● ●
CA City of Torrance ●
FL City of Arcadia ● ●
FL
Babcock Ranch
Community Independent
Special District (BRCISD)
● ● ● ●
FL City of Cape Coral ● ●
FL City of Clermont ● ●
FL Collier County ● ● ● ●
FL Charlotte County ● ●
FL City of Edgewater ●
FL Hernando County ● ● ● ● ● ●
FL Hillsborough County ● ● ● ● ● ● ● ● ●
FL Lee County ● ● ● ● ● ● ● ● ● ●
FL Martin County ● ● ● ● ●
FL Manatee County ● ●
FL North Sumeter County
Utility Dependent District ● ●
FL Miami Shores Village ●
FL City of Plant City ●
FL City of Panama City ●
FL Pinellas County ● ● ● ● ●
FL Sarasota County ● ● ●
RECENT RAFTELIS
SOLID WASTE
EXPERIENCE
This matrix shows a
sample of some of the
solid waste clients
throughout the U.S.
that Raftelis staff has
assisted and the
services performed for
these utilities.
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RAFTELIS 19
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FL City of Stuart ●
FL City of Tampa ●
KS City of Wichita ● ● ● ●
OH Montgomery County
Environmental Services ●
OK City of Norman ● ●
OK City of Oklahoma City ● ● ● ●
OK City of Tulsa ● ●
OR City of Portland/Metro ● ●
NC Currituck County ● ●
NC Dare County ● ● ●
NC City of Greenville ● ●
NC City of Raleigh ● ●
NC City of Rocky Mount ●
NC City of Wilmington ● ● ● ● ●
NM Village of Ruidoso ● ● ●
SC City of Georgetown ● ● ●
TN City of Memphis ● ●
TN City of Nashville/Metro ● ●
TX City of DeSoto ● ●
TX City of Galveston ● ●
UT City of Canyonlands ● ● ●
WA City of Bainbridge Island ● ●
WA City of Tacoma ● ● ●
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RAFTELIS 20
KCI REFERENCES
City of Statesville NC
Reference: Mark Taylor, Director of Public Works and Engineering
P: 704.878.3552 / E: mtaylor@statesvillenc.net
Sanitation Operations Analysis
KCI was hired to perform an operational analysis of the city’s sanitation department function. This analysis
reviewed the collection operations of the city and its current means and methods for processing and disposal. This
project included an on-site assessment of operational procedures, a financial analysis of the rates and cost of service,
and a route and time on service review. The City implemented on-route GPS positioning systems to assist in
determining number of stops per route, and efficiency of routing. KCI analyzed the system against a straw-man
model, as well as analyzed the impacts of the discontinuation of curbside recycling, as well as various personnel,
equipment and routing changes to positively impact the City’s program.
City of Dover NH
Reference: John Storer, Director of Community Services
P: 603.516.6462 / E: j.storer@dover.nh.gov
Evaluation of Collection Service Alternatives
KCI was contracted by the City of Dover to assist with an assessment of the city’s bag-based pay-as-you-throw
(PAYT) collection operations to determine 1) whether to continue contracted service versus switching to city-
provided services at the end of the current contract, 2) whether to convert to toters for solid waste and/or recycling
service, and 3) whether to continue utilizing PAYT bags if toters are utilized. The project informed the city’s
decision-making process by providing information regarding a) financial impacts (capital and operational), b)
infrastructure needs, c) equipment and human resource requirements, d) administrative and management needs,
and e) options for processing, transfer & disposal services. The City of Dover is currently evaluating options
recommended by KCI and will decide which options to implement in the spring of 2024.
City of Coral Gables FL
Reference: Peter Iglesia, City Manager
P: 305.460.5202 / E: piglesias@coralgables.com
Collection Assessment and Strategic Plan
Based on the result of KCI’s prior work, the city engaged KCI to conduct an operational assessment of the existing
residential collection services and identify opportunities to improve and modernize. The city provides its residents a
high level of collection services including twice weekly backyard refuse collection, weekly backyard recycling
collection, and weekly unlimited bulk yard and trash collection. KCI’s work activities included onsite observation of
collection operations, time and motion analysis, and computer modeling of collection operations. The modeling
work projected the operational and financial impacts of various collection alternatives, specifically the changes in
collection vehicles, collection crew size, number of crews needed, and impacts on capital and operating costs. In
addition, KCI developed an online survey of residential customers that was deployed by the city to gather
information regarding customer practices, attitudes, and preferences regarding collection services. KCI also
participated in a community workshop where citizens were invited to provide input. The city is currently using the
results of the assessment to implement an initial phase of collection improvements. Ongoing work with KCI is
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RAFTELIS 21
focused on developing a strategic plan for modernizing and improving residential collection during the next several
years.
City of Naples FL
References: Bob Middleton, Utilities Director
P: 239.213.4745 / E: bmiddleton@naplesgov.com
Ben Copeland, Utilities Budget and Finance Manager
P: 239.213.4714 / E: bcopeland@naplesgov.com
Solid Waste Operations Assessment
KCI is conducting an assessment of the city’s solid waste operations. The scope of work includes a current state
assessment of the city’s existing services and opportunities to improve and modernize them with the overarching
goal of continuing to provide a high-level of service and increase recycling and recovery. The assessment will
evaluate existing operations, consider a range of service improvements and modifications, and develop a series of
recommendations. The evaluation will review routing numbers and levels of various collection activities, evaluate
the process for ancillary materials collection and an analysis of rates and financial information based upon the local
market.
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RAFTELIS 22
PROJECT PERSONNEL
Project Personnel Assignments
and Qualifications
WE HAVE DEVELOPED A TEAM OF CONSULTANTS WHO SPECIALIZE
IN THE SPECIFIC ELEMENTS THAT WILL BE CRITICAL TO THE
SUCCESS OF THE CITY’S PROJECT.
Our team includes senior-level professionals to provide experienced project leadership with support from talented
consultant staff. This close-knit group has frequently collaborated on similar successful projects, providing the City
with confidence in our capabilities.
Here, we have included an organizational chart showing the structure of our project team. On the following pages,
we have included resumes for each of our team members as well as a description of their role on the project.
City of
Fayetteville
PROJECT DIRECTOR
Thierry Boveri, CGFM
FINANCE LEAD
Thierry Boveri, CGFM
ANALYST
Sarah Neely
OPERATIONS LEAD
Mitch Kessler
ANALYSTS
Peter Engel
Randy Rudd
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RAFTELIS 23
Thierry Boveri CGFM
PROJECT DIRECTOR AND FINANCE LEAD |
Vice President (Raftelis)
ROLE
Thierry will manage the day-to-day aspects of the project ensuring it is within
budget, on schedule, and effectively meets the City’s objectives. He will also
lead the consulting staff in conducting analyses and preparing deliverables for
the project. Thierry will serve as the City’s main point of contact for the
project. He will also lead the financial components of the project.
PROFILE
Thierry brings a client-focused approach with a strong desire to provide value
and client satisfaction. He has performed numerous utility revenue sufficiency
and cost-of-service studies for more than 65 local governments throughout the
United States, prepared financial feasibility and disclosure reports totaling
over $1.75 billion in debt proceeds issued through the traditional bond
market, state revolving loans, and rural development loans; and assisted in a
variety of economic and miscellaneous fee studies. He has also been involved
in the formulation of financial policies regarding liquidity and financial
position related to industry best management practices. He has supported
contract negotiations and provided other related utility and management
advisory services. He specializes in the performance of solid waste cost of
service and financial planning evaluations with the following areas of
concentrations:
• Solid waste collection cost of service and rate studies
• Disposal cost of service and rate studies
• Assistance in formation of Solid Waste Enterprise Fund and development
of residential assessments
• Long-Range Financial Modeling / Master Plans planning support
• Financial/economic evaluations of solid waste system operations
• Landfill capacity utilization and valuations
• Review of contractual arrangements (e.g., evaluation of collection hauler
bids/contracts)
• Assistance in development of municipal interlocal agreements
• Assistance in feasibility studies in the issuance of debt (i.e., Bond
Feasibility studies) and assistance in development of Bond Resolution /
Trust Indenture agreements
Thierry is an active member of AWWA, WEF, GFOA and SWANA through his participation on several
committees, periodic conference presentations on subject matters ranging from effective utility management (EUM)
to the Circular Economy and as a principal author to WEF's Manual of Practice No. 27, Financing and Charges for
Wastewater Systems and the WEF Water Reuse Road Map. Most recently, he presented on the “Top 5 Keys to
Successful Financial Planning for Solid Waste Mangers” at the 2021 SWANA Wastecon held in Orlando.
Specialties
•Solid waste fees, Water & sewer
rate fees
•Parks & recreation fees, Wholesale
fees, Impact fees
•Feasibility study
•Utility acquisition/valuations
•Capital planning tools
•Business/strategic
plans/negotiations
•Desktop financial asset evaluation/
reinvestment
•Cost/benefit analysis/life cycle NPV
analysis
•Financial policies/best management
practices
Professional History
•Raftelis: Vice President (2022-
present); Senior Manager (2019-
2021); Associate, PRMG (2005-
2019)
Education
•Bachelor of Arts in Economics and
International Business - Rollins
College (2005)
Certifications
•Certified Government Financial
Manager, No. 15483
Professional
Memberships
•Solid Waste Association of North
America: Florida – Board of
Directors; Finance & Planning
Committee
•AWWA: Florida Section - Finance &
Rates Committee
•WEF: Utility Management
Committee
•Government Finance Officers
Association
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RAFTELIS 24
ADDITIONAL RECENT SOLID WASTE PROJECT LIST
• Anchorage, AK – Collection and Disposal COS Study 2020
• Bainbridge Island, WA – Collection System & Solid Waste Management Assessment 2022
• Calaveras County, (CA) - Solid Waste COS Study 2023
• Chandler, AZ – Comprehensive Solid Waste Collection and Transfer Station COS & Benchmarking Evaluation 2021
• Chino, California – Solid Waste Rate Study
• Currituck County, NC – 2021 Solid Waste Rate Study
• Dare County, NC – 2021 Solid Waste Rate Study
• Georgetown, SC – Solid Waste COS Study 2022
• Hillsborough County, FL – Comprehensive Solid Waste Collection and Disposal COS Study 2022
• Lee County, FL – Comprehensive Solid Waste Collection and Disposal COS Study 2022
• Lincoln, CA - 2022 Solid Waste Rate Study
• Long Beach, CA – Waste-to-Energy and SB 1383 Procurement Support Services 2022
• Madera County, CA – Solid Waste COS Study 2021; 2023 Cost of Service and SWMS Evaluation
• Martin County, FL – 2022 Solid Waste Rate Study
• Manatee County, FL – 2022 Solid Waste Rate and Bond Feasibility Study
• Nashville/Metro, TN – Solid Waste Collection COS Study 2022
• Oklahoma City, OK – Collection COS Study 2021; Collection In-housing Study & Contract Negotiations Support 2022
• Oxnard, CA – Solid Waste Impact Fee Study 2021; Solid Waste COS Study 2022
• Pinellas County, FL – 2022 Solid Waste Rate Study
• Portland/Metro, OR – Bulky Waste Assessment 2022
• Tulsa, OK – 2021 Solid Waste Financial Plan & Procurement Support
• Torrance, CA – Solid Waste COS Study
• Wichita, KS – Solid Waste COS Study 2020
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RAFTELIS 25
Sarah Neely
FINANCE ANALYST | Consultant (Raftelis)
ROLE
Sarah will serve as the Lead Analyst and will work at the direction of Thierry
in conducting analyses and preparing deliverables for the project.
PROFILE
Sarah brings a client-centric approach with a desire to provide value in all her
engagements. She has contributed to projects involving water, wastewater,
solid waste, and stormwater enterprise systems. She specializes in the
performance of solid waste cost of service and financial planning evaluations
with the following areas of concentrations:
• Solid waste collection cost of service and rate studies
• Disposal cost of service and rate studies
• Long-Range Financial Modeling / Master Plans planning support
• Financial/economic evaluations of solid waste system operations
• Review of contractual arrangements (e.g., evaluation of collection hauler
bids/contracts)
• Assistance in feasibility studies in the issuance of debt (i.e., Bond
Feasibility studies) and assistance in development of Bond Resolution /
Trust Indenture agreements
KEY PROJECT EXPERIENCE
City of Oklahoma City (OK): Solid Waste Cost-of-service Rate Study
Sarah assisted the City in a formal cost of service rate study and financial forecast model, including a life cycle
analysis of vehicle and cart costs. Key elements of the engagement included: i) providing recommendations
concerning rate revenue adjustments over a 10-year period; ii) providing recommendations concerning the
establishment of cash reserves for operating, capital, storm, cart, and other reserves; iii) identification of the cost of
service for several of the City’s key services including, bulky waste collection, recycling, illegal dumping and litter
collection, and flow fee design. Sarah also assisted in the development of a management dashboard that City staff
could use to test the sensitivity of rate requirements based on various capital financing scenarios and financial
objectives.
City of Oxnard (CA): Solid Waste Impact Fee and Cost-of-service Study
Sarah assisted in the analysis and development of solid waste impact fees for the City of Oxnard (City). The fees
developed included solid waste container, truck, and facility fees. Sarah supported the development of an impact fee
model assessing the City’s solid waste costs in terms of the appropriate units of service capacity per the fee type and
the application of the cost per unit of service capacity to the customer’s level of service requirements for fee design.
The evaluation required review of the City’s solid waste related fixed asset records and functional allocation of the
assets (e.g., MRF and transfer station equipment, etc.).
Hillsborough County (FL): Solid Waste Rate Study and Bond Feasibility
Sarah assisted in preparing the annual financial forecast and revenue sufficiency analyses of the County’s Solid
Waste Division. The financial forecast and model was prepared to evaluate the current and projected fiscal position,
support the development of collection and disposal fee rates for service, and develop a funding plan for ongoing
Specialties
•Solid waste fees
•Water & sewer fees
•Utility impact fee analysis
•Financial modeling/forecasting
•Revenue sufficiency studies
•Customer billing analysis
Professional History
•Raftelis: Consultant (2023-present);
Associate Consultant (2021-2022)
Education
•Master of Business Administration,
Finance - Rollins College (2021)
•Bachelor of Arts, International
Business – Rollins College (2020)
Professional
Memberships
•Solid Waste Association of North
America (SWANA)
•Water Environment Federation
(WEF)
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RAFTELIS 26
capital re-investment. Sarah is also assisting the County in the issuance of solid waste bonds – the evaluation is
currently on-going.
Lee County (FL): Solid Waste Rate Study
Sarah has assisted with the annual financial forecasts for the solid waste system. This project required performing
comprehensive revenue sufficiency and cost of service evaluations for the solid waste system resulting in the
adoption of the current solid waste assessment and tip fees currently charged by the County. Sarah has also assisted
the County in ongoing updates to a capital planning tool for water and wastewater utility designed for County staff
to determine effects on financial position and rates over various capital financing scenarios.
Madera County (CA): Solid Waste Cost-of-service Rate Study
Sarah assisted in the County in an expedited evaluation of the landfill cost of service. The primary purpose of the
engagement was to: i) assess the cost of landfill disposal for the County’s unincorporated residents; and ii) assess
any effects to the unit cost of landfill disposal and the corresponding tip fee charged to the County’s unincorporated
residents from accepting contracted waste. The key study objectives and milestones achieved for the engagement
included i) development of multi-year financial forecast (5 years) of the County’s solid waste enterprise business
operations; ii) allocations of cost for determination of the cost of disposal services to the unincorporated Residents
of the County; and iii) assessed the effects to the unit cost of disposal from the County’s current policy of accepting
contracted waste at the landfill.
PROJECT LIST
• City of Bainbridge Island (WA) – Solid waste collection system and waste management assessment
• City of Cape Coral (FL) – Solid waste cost-of-service rate study
• City of Chandler (AZ) – Solid waste cost-of-service rate study
• City of Huntsville (AL) – Solid waste cost-of-service rate study
• City of Lincoln (CA) - Solid waste cost-of-service rate study
• City of Long Beach, (CA) - Solid waste waste-to-energy and SB1383 procurement support services
• City of Oklahoma City (OK) – Solid waste cost-of-service rate study
• City of Oxnard (CA) – Solid waste impact fee study, and solid waste cost-of-service rate study
• City of Tulsa (OK) – Solid waste cost-of-service rate study and waste-to-energy evaluation
• Calaveras County (CA) – Solid waste cost-of-service rate study
• Charlotte County (FL) – Solid waste rate study
• Hillsborough County (FL) - Solid waste cost-of-service rate study and bond feasibility
• Lee County (FL) - Solid waste cost-of-service rate study
• Manatee County (FL) –Water, wastewater, and solid waste bond feasibility study
• Martin County (FL) - Solid waste cost-of-service rate study
• Madera County (CA) – Solid waste cost-of-service rate study
• Village of Ruidoso (NM) – Solid waste cost-of-service rate study
PRESENTATIONS
• “Rates Across the State,” SWANA-Florida Winter Conference 2023
• “Solid Waste Impact Fees,” SWANA-Florida Winter Conference, 2022
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RAFTELIS 27
Mitch Kessler
OPERATIONS LEAD | Principal (KCI)
ROLE
Mitch will be the operations lead ultimately responsible for the KCI team
operational assessment work efforts.
PROFILE
Mitch has 39 years of solid waste experience and has managed or directed
more than 1000 projects for over 350 KCI clients. His legal training is
especially useful in understanding and interpreting local, state, and federal
laws and regulations. His broad background in solid waste management and
business makes him a Principal who is an industry leader with the history
and experience to deliver results for our clients. Mitch is a nationally
recognized expert in the procurement and operations of solid waste collection
systems and materials recovery programs and facilities. He is especially
knowledgeable in collection and market development issues as they relate to
the economic viability of solid waste and recycling programs. Mitch is Past
President of the Florida Sunshine Chapter of SWANA and current SWANA
International Board member. He serves as an instructor for the Recycling,
Collection, and Composting Certification Courses sponsored by SWANA
National, and is a member of the SWANA committee that developed the
Manager of Composting Operations Certification Course.
KEY PROJECT EXPERIENCE
City of Fayetteville (AR): Waste Reduction, Diversion, and Recycling
Master Plan
Mitch directed the development of the Waste Reduction, Diversion, and
Recycling Master Plan for Fayetteville. Based on the initial
recommendations of the Master Plan, the City launched two separate pilot
programs under KCI’s direction: a residential single stream recyclables
project and a commercial food waste composting pilot. Initial results of the
pilots were overwhelmingly positive and led to ongoing operation of the food
waste composting program. The project involved significant stakeholder
engagement, which Mitch led through meetings with the public, elected officials, multi-family property managers,
local Chamber of Commerce, private sector vendors, and two regional solid waste planning groups and by
conducting surveys of residents and businesses.
Town of Carrboro (NC): Residential Solid Waste Study
Mitch was project director for this evaluation of waste disposal options and collection methods and schedules to
reduce the town’s carbon footprint and reduce costs. Recommendations were presented in a 3-phase approach to
holistically address programs, diversion, and cost reduction. The Board of Aldermen voted unanimously to accept
the Solid Waste Study and directed staff to pursue next steps for Phase 1 recommendations.
Professional History
•KCI: Principal
Education
•J.D. Environmental Law - University
of New Hampshire Franklin Pierce
School of Law (1985)
•M.A. American Studies - Purdue
University (1981)
•B.S. Management - Purdue
University (1979)
•A.A.S Horticulture - State University
of New York (1976)
Certifications
•SWANA Recycling Systems
•SWANA Composting Programs
•SWANA Zero Waste Principles &
Practices
•SWANA Collections Systems
Professional
Memberships
•Solid Waste Association of North
America (SWANA)
•Recycle Florida Today (RFT)
•Florida Organics Recyclers Assoc.
•National Recycling Coalition
•United States Composting Council
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RAFTELIS 28
Nassau County (FL): Solid Waste Fund Analysis,
Mitch provided direction and oversight to KCI staff in evaluating the county’s existing solid waste management
system as part of a Solid Waste Management Plan. KCI staff assisted with benchmarking existing collection and
recycling operations and finances, identifying and evaluating potential improvements to these operations,
identifying options for funding solid waste operations, and researching potential impacts of existing and proposed
state solid waste legislation.
Manatee County (FL): Solid Waste Master Plan
Mitch directed the development of this comprehensive master plan covering a 30-year planning period. In addition
to identifying opportunities to increase waste diversion, KCI evaluated potential disposal options when the landfill
reaches capacity and developed planning-level cost estimates for future development of a county-owned landfill.
KCI also conducted a preliminary cost comparison of developing a transfer station versus direct hauling waste to a
more remote landfill location. The result was an action-oriented, dynamic Master Plan.
City of Denver (CO): Master Solid Waste Plan & Update
Mitch was Project Director assisting with development of a Solid Waste Master Plan for the City of Denver which
included evaluating current collection and drop off operations and develop short and long-term recommendations
for efficient and high service levels, while meeting the city’s desire to further expand recycling efforts through
organics and construction and demolition (C&D) recovery. Given the extent of the KCI/LBA Team’s prior Denver
experience and knowledge, the city once again sought the Team’s assistance in updating its Solid Waste Master
Plan. The update focused on charting the course for expanding waste diversion and overall system improvements
for 2020‐2030 with specific focus on multi‐family residential, commercial, and construction and demolition waste.
Charleston County (SC): Solid Waste Management Alternatives, Phase I, Green for Green Plan, Phase II
Mitch designed and managed an independent audit of the county’s waste stream and solid waste management
operations. The audit included an in-depth analysis of program costs and systems including collection, waste-to-
energy and landfill disposal, compost, and MRF operations. Mitch directed research into emerging alternative
technologies. Based on audit results, a Nine Point Green Strategy was developed for an efficient and cost-effective
integrated solid waste management program. Mitch directed the implementation of the Nine Point Green Strategy.
The plan includes implementing transfer and disposal changes, improving the capacity and efficiency of existing
operations (compost, landfill, MRF), building alliances with local municipalities, and continuing the county’s
conversion to an automated single stream recycling program.
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RAFTELIS 29
Peter Engel
OPERATIONS ANALYST | Director (KCI)
ROLE
Peter will play a key role in the operational assessment and evaluation for
KCI and supporting Mitch with the day-to-day project direction and
management activities for the operational assessment.
PROFILE
Peter has worked since 1987 with public and private sector clients in
recycling, composting, and integrated solid materials management (ISMM).
He offers keen insight and perspectives on how to integrate the policy,
programs, infrastructure, and finances needed to achieve high diversion rates.
From strategic planning to implementation and program optimization, Peter
blends system-thinking and strong technical knowledge to help clients
develop and implement practical solutions to achieve their materials
management goals.
His core work experience includes:
• Collection system planning and analysis
• Operational performance improvement
• Materials management plans
• Financial analysis and rate studies
• Composting facility development and operations
• Recycling facility development and operations
• Public-private partnerships and procurement
• Regulatory analysis and development
Peter has played an integral role in implementing innovative solutions and
best practices in recycling, composting, and integrated materials management
for a wide range of local and regional governments and industries. He is also
an experienced trainer having worked with both management and operational personnel in domestic and
international contexts.
KEY PROJECT EXPERIENCE
City of Fayetteville (AR): Recycling and Transfer Facility Evaluation
Peter worked with the City’s engineering consultant to develop and evaluate options to expand or replace the City’s
recycling facility which needs to be expanded and improved to handle increase volumes of recyclables and solid
waste as well as to address aging infrastructure. Peter conducted an on-site assessment of the facility and developed
future tonnage projections and operational needs. With this basis and through collaborative discussions with the
City and its engineer, Peter identified design and programming needs and prepared a series of conceptual facility
designs and process flow models. He worked jointly with the engineer to develop construction cost estimates. He
also developed annual cost estimates for the facility options including revenue from commodity sales. Project results
were presented to the City, which decided to pursue phased expansion and to seek federal grant support.
Professional History
•KCI: Project Director
Education
•M.S. Resource Management and
Administration - Antioch University
(1988)
•Bachelor of Arts - Connecticut
College (1981)
Professional
Memberships
•Solid Waste Association of North
America (SWANA)
•U.S. Composting Council
•Antioch University New England
•Northeast Resource Recovery
Association
•Maine Resource Recovery
Association
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RAFTELIS 30
Boston Mountain and Benton County Solid Waste Districts (AR): Waste Reduction and Recycling
Master Plan
Peter served on the project team that developed a Waste Reduction and Recycling Master Plan for the Northwest
Arkansas region, including the Boston Mountain and Benton County Solid Waste Management Districts. Peter’s
focus was on developing alternatives and options for the region to consider in diverting further organic material,
such as food and yard waste, from the primary solid waste management stream. This evaluation looked into
processing options for the region to invest in, as well as collection options for the various districts and governments
to consider for future planning.
Durango (CO): Privatization Assessment
Based on prior work evaluating the city’s publicly operated collection, recycling and transfer system, Peter
completed a brief assessment of privatization options to improve cost- effectiveness while maintaining the city’s
comprehensive services and diversion performance. The assessment considered the local marketplace’s unique
structure, Colorado statutes, operational impacts, customer impacts, and other factors to provide the city council
with a basis for informed decision making.
City of Coral Gables (FL): Evaluation of Collection Service Improvement Alternatives
Peter led the review of existing collection operations and evaluation of options to improve and modify services.
Coral Gables provides a unique blend of backyard garbage and recycling collection services and curbside bulk trash
collection to its residents. The scope of this project entailed field-level observations to identify immediate
improvement opportunities to improve safety and service quality and define potential options to improve service
efficiency. Improvement options were evaluated using a proprietary spreadsheet model to determine operational
resource requirements and project costs. The results were used by the city as the basis for improving operational
efficiency and controlling the cost of services.
City of Sarasota (FL): Collection Services Analysis
Peter managed a detailed analysis of the collection services residential and commercial garbage collection services
currently provided by city crews. Historically the city contracted residential recycling and yard waste collection
service with the private sector. However, during the last bidding process, the costs for these contracted services were
not acceptable to the city. Using the information obtained from the analysis of existing city and private services
along with general industry knowledge, Peter projected the operational requirements and costs for the city to
provide the previously contracted services.
City of Portland (ME): Evaluation of Collection Service Improvement Alternatives
Peter was responsible for this operational and financial evaluation of Portland’s existing collection service. His work
included developing a spreadsheet-based model to evaluate the potential operational and financial impacts of
improving current operations; converting from bin to cart-based recycling; and implementing residential source-
separated organics collection. KCI presented a series of recommended program improvements and strategies
designed to increase operational efficiency, cost effectiveness, and waste diversion.
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RAFTELIS 31
Randy Rudd
OPERATIONS ANALYST | Senior Consultant (KCI)
ROLE
Collection operational assessment subject matter expert supporting Mitch
and Peter.
PROFILE
Randy joined KCI after 30 years as a Department Director for multiple local
government solid waste operations in Florida and South Carolina. He is a
manager with technical skills and experience in project work, including solid
waste collection operations, waste management strategic plans, recycling
collection operations and materials recovery facility construction and
operations, disposal operations, planning and implementation, grant
preparation and implementation, data analysis, and studies, processing
contract management, educational material development, training, rate/fee
reviews and analysis, and more.
Randy has a strong background in local government management from a 30-
year career in the public sector. He managed multiple transitions from
manual to fully automated collection programs, constructed and operated
one publicly owned material recovery facility, and operated a second. Randy
has also implemented and operated award-winning compost and educational
programs. His previous experience with multiple communities in Florida and
South Carolina has given him a unique perspective and understanding of
both municipal and county agencies and how they should be operated.
KEY PROJECT EXPERIENCE
City of Dover (NH): Evaluation of Collection Service Alternatives
Randy is assisting the City of Dover with an assessment of the city’s bag-based pay-as-you-throw (PAYT) collection
operations to determine 1) whether to continue contracted service versus switching to city-provided services at the
end of the current contract, 2) whether to convert to toters for solid waste and/or recycling service, and 3) whether
to continue utilizing PAYT bags if toters are utilized. The project will inform the city’s decision-making process by
providing information regarding a) financial impacts (capital and operational), b) infrastructure needs, c) equipment
and human resource requirements, d) administrative and management needs, and e) options for processing, transfer
& disposal services.
City of Naples (FL): Operations Assessment
KCI is currently conducting an assessment of the city’s solid waste operations. Randy will serve as a senior
consultant on this project and will assist with an assessment to evaluate existing operations, consider a range of
service improvements and modifications, and develop a series of recommendations. The scope of work will include
a current state assessment of the city’s existing services and opportunities to improve and modernize them with the
overarching goal of continuing to provide a high-level of service and increase recycling and recovery. The
evaluation will review routing numbers and levels of various collection activities, evaluate the process for ancillary
materials collection and an analysis of rates and financial information based upon the local market.
Professional History
•KCI: Senior Consultant
Education
•B.S. Political Science / Public
Administration - University of South
Florida (1990)
Certifications
•Formerly certified by Solid Waste
Association of North America as:
•Integrated Solid Waste Manager
•Recycling Manager
•Transfer Station Manager
•Landfill Manager
Professional
Memberships
•Carolina Recycling Association
•SWANA FL Chapter
•Recycle Florida Today
•Pinellas Partners in Recycling
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RAFTELIS 32
Sarasota County (FL): County Facilities Recycling Collection Analysis, In-House Collection Analysis
Historically, the county has relied on a private contractor to collect recyclables from county buildings and facilities.
However, with significant fee increases in recent years, the county has directed KCI to analyze the operational and
financial impacts of the county assuming responsibility for collecting recyclables. Randy will serve as a senior
consultant on this project and assist with work activities include compiling an inventory of service locations and the
method and frequency of collection, based on which KCI is utilizing a spreadsheet-based collection model to
determine the number of collection crews and operational requirements. Capital and operating costs estimates will
be developed and compared to the costs of contracted service. In addition, the county would need to assume
responsibility for vehicle and container maintenance and repair, so an assessment of the county Fleet Department’s
capabilities is being conducted as well.
Randy serves as the senior consultant for this analysis of the cost, staffing, and operational implications of
potentially performing solid waste collection services as an in-house service rather than through a franchised vendor.
This project will review the operational needs in terms of staffing, equipment, facilities, and other factors and
develop a cost model for use in considering this as an option for continued solid waste collections management.
City of Fort Pierce (FL) Rate Study
Randy is serving as a consultant on this cost of service & rate study and providing technical support on collection
activities. The city identified several specific aspects to be taken into consideration including lack of rate increases
since 2016, significant projected residential and commercial growth, private sector competition for drivers, desire to
consider service delivery options for yard waste and bulk waste, and desire to move forward with ordinance
revisions. The primary focus will be on a cost of service and rate study for the city’s current services in order to
address the critical issue of defining the requirements and funding options for financial sustainability and managing
major growth during the 5-year planning period. The study will be based on current services as well as looking at the
option to modify residential yard waste and bulk waste service and will include a comparison with other similar
local communities services, fees, and costs.
Boston Mountain Solid Waste District (AR): Operations Analysis and Waste Characterization Study
KCI is currently conducting a two-phase project for the Boston Mountain Solid Waste District. Phase one will
include an operational assessment of the District’s solid waste operations. Randy will serve as a senior consultant on
this project and will conduct an assessment to evaluate existing operations, structure, rules, regulations, and
contracts, and develop recommendations to improve operational efficiency and efficacy. Phase two will include a
two-week waste characterization study to include both MSW and recyclables. The characterization study will
include waste and recyclables samples from the BMSWD, and the Cities of Fayetteville and Johnson, AR. KCI will
provide the BMSWD and the Cities with a final report with the results of the characterization study.
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RAFTELIS 33
TIMELINE
Timeline
Raftelis and KCI will complete the scope of services within the timeframe shown in the schedule below. The
proposed schedule assumes a notice-to-proceed by May 2024 subject to project award and contract negotiation and
that the project team will receive the needed data in a timely manner and be able to schedule meetings as necessary.
Project completion is estimated within a 6-9 month period contingent upon scheduling for presentation to the
Mayor and City Council.
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RAFTELIS 34
COST PROPOSAL
Cost Proposal
The following table provides a breakdown of our proposed fee for this project. This table includes the estimated
level of effort required for completing each task and the hourly billing rates for our project team members. Expenses
include costs associated with travel.
The Raftelis/KCI Team is focused on meeting the City’s needs – both the scope of services and the cost. In light of
that, we welcome the opportunity to discuss and refine our methodology to ensure that we meet the City’s
expectations.
TB SN AC MK PE RR Total
Task 1: Project Initiation and Operational
Assessment 2 1 9 4 4 32 40 68 157 $31,600 $5,000 $36,600
2. Financial Model Revenue
Requirements Forecast Development 3 0 12 37 37 8 28 20 142 $29,005 $0 $29,005
3. Cost of Service and Rate Design 3 0 16 24 18 2 4 0 64 $14,880 $0 $14,880
4. Reporting and Presentation 1 1 24 28 16 20 28 12 128 $29,100 $2,000 $31,100
9 2 61 93 75 62 100 100 491
$340 $210 $175 $245 $190 $170
$20,740 $19,530 $13,125 $15,190 $19,000 $17,000 $104,585
Total Fees & Expenses$104,585 $7,000 $111,585
TB = Thierry Boveri, Raftelis Vice President, Rate Study PM;
SN = Sarah Neely, Raftelis Consultant, Financial Analyst;
AC = Raftelis Associate Consultant tbd;
MK = Mitch Kessler, KCI Principal, Operations Lead;
PE = Peter Engel, KCI Director, Operations Analyst;
RR = Randy Rudd, KCI Senior Consultant, Operations Analyst.
Total Fees &
Expenses
Raftelis KCI
Total Meetings / Hours
Hourly Billing Rate
Total Professional Fees
Tasks
Web
Meetings
In-person
Meetings
Hourly Cost Estimate
Labor
Expense
Travel
Expense
Allowance
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RAFTELIS 35
Hourly Billing Rates
Project team hours and expenses will be billed on the same invoice. Expenses related to travel will be billed at cost.
Additional services outside the agreed upon scope of work will be billed on a time and materials basis. Raftelis’
billing rates can be found below. These rates will be in effect for calendar year 2024 and will then increase annually
by 3% unless specified otherwise by contract.
RAFTELIS RATES
POSITION HOURLY BILLING RATE*
Executive Vice President $375
Vice President $340
Senior Manager $305
Manager $270
Senior Consultant $240
Consultant $210
Associate $175
Technology Charge** $10
KCI RATES
POSITION HOURLY BILLING RATE*
Principal $245
Director $190
Senior Consultant $170
* These rates will be in effect
for calendar year 2024 and
will then increase annually by
3% unless specified otherwise
by contract.
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RAFTELIS 36
EXCEPTIONS
Exceptions
We request that the City consider making the following modifications, shown in red below, to the Professional
Services Agreement. Please contact us if you have any questions or concerns about these modifications.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability,
loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or
claimed trademark, patent or copyright infringement, by the Proposer, or litigation based thereon, with respect to
the services or any part thereof covered by this order, and such obligation shall survive acceptance of the services
and payment thereof by the City.
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RAFTELIS 37
APPENDIX: REQUIRED F O RMS
Appendix:
Required Forms
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 17 of 19
City of Fayetteville
RFP 24-08, Recycling and Trash Collection Rate Study
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to,
any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship
exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such
a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form
must be completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
___________1) NO KNOWN RELATIONSHIP EXISTS
___________2) RELATIONSHIP EXISTS (Please explain): __________________________________
_______________________________________________________________________________
_______________________________________________________________________________
I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to
certify the information provided herein is accurate and true; and my organization shall comply with all State and
Federal Equal Opportunity and Non-Discrimination requirements and conditions of employment.
Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently
boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract,
with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott
Israel, the contractor must notify the contracted public entity in writing.
Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently
boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering
into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during the contract the
contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition Industries, the contractor must
notify the contracted public entity in writing.
2. PRIMARY CONTACT INFORMATION
At the discretion of the City, one or more firms may be asked for more detailed information before final ranking
of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary
contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection
committee can call for clarification or interview via telephone.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 18 of 19
Corporate Name of Firm: ____________________________________________________________________
Primary Contact: _____________________________ Title of Primary Contact: __________________________
Phone#1 (cell preferred): _____________________________Phone#2: ________________________________
E-Mail Address: _____________________________________________________________________________
3. ACKNOWLEDGEMENT OF ADDENDA
Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent
as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the
appropriate blank listed herein. Failure to do so may subject Contractor to disqualification.
ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED
4. DEBARMENT CERTIFICATION:
As an interested party on this project, you are required to provide debarment/suspension certification indicating
compliance with the below Federal Executive Order. Certification can be done by completing and signing this
form.
Federal Executive Order (E.O.) 12549 “Debarment and Suspension“ requires that all contractors receiving
individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are
not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal
department or agency from doing business with the Federal Government.
Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or
agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME OF COMPANY: ________________________________________________________________________
PHYSICAL ADDRESS: _________________________________________________________________________
MAILING ADDRESS: _________________________________________________________________________
TAX ID #: ____________________________ AR. SECRETARY OF STATE FILING #: _________________________
1
2
3
4/9/24
4/15/24
4/4/24Thierry Boveri
Thierry Boveri
Thierry Boveri
Raftelis Financial Consultants, Inc.
341 N. Maitland, Suite 300, Maitland, FL 32751
341 N. Maitland, Suite 300, Maitland, FL 32751
20-1054069
Raftelis Financial Consultants, Inc.
Thierry Boveri Vice President
407.628.2600
tboveri@raftelis.com
407.421.1400
811118350
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 19 of 19
PHONE: __________________________________________ FAX: ____________________________________
E-MAIL: ___________________________________________________________________________________
SIGNATURE: _______________________________________________________________________________
PRINTED NAME: ____________________________________________________________________________
TITLE: ________________________________________ DATE: ______________________________________
END OF RFP DOCUMENT
828.484.2442
tboveri@raftelis.com
Thierry Boveri
Vice President 4/16/24
407.628.2600
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 1 of 19
City of Fayetteville, Arkansas
Purchasing Division – Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8256
TDD (Telecommunication Device for the Deaf): 479.521.1316
Request for Proposal: RFP 24-08, Recycling and Trash Collection Rate Study
DEADLINE: Thursday, April 11, 2024 before 2:00 PM, local time
SR. PURCHASING AGENT: Amanda Beilfuss, abeilfuss@fayetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: 03/17/2024
REQUEST FOR PROPOSAL
RFP 24-08, Recycling and Trash Collection Rate Study
No late proposals shall be accepted. RFP’s shall be submitted through the City’s third-party
electronic bidding platform or by submitting a sealed physical proposal to the City of Fayetteville,
Purchasing Division at the below location.
City of Fayetteville
Purchasing Division – Room 306
113 West Mountain Street
Fayetteville, AR 72701
All proposals shall be submitted in accordance with the attached City of Fayetteville specifications
and documents attached hereto. Each Proposer is required to fill in every blank and shall supply
all information requested; failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms
stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are
made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the
Proposer/Bidder and City Purchasing Director.
RFP (REQUEST FOR PROPOSAL)
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 2 of 19
City of Fayetteville
RFP 24-08, Recycling and Trash Collection Rate Study
Advertisement
City of Fayetteville, AR
Request for Proposal
RFP 24-08, Recycling and Trash Collection Rate Study
The City of Fayetteville, Arkansas, is now accepting proposals from qualified firms for services required to
complete a comprehensive cost of service/rate study for the Recycling and Trash Collection Division of the City
of Fayetteville. Any questions regarding this RFP shall be directed to Amanda Beilfuss, City of Fayetteville Sr.
Purchasing Agent at abeilfuss@fayetteville-ar.gov or (479) 575-8220.
Solicitation documents and addenda shall be obtained at the City of Fayetteville Purchasing Division’s electronic
bidding platform at www.fayetteville-ar.gov/bids. All proposals shall be received by Thursday, April 11, 2024
before 2:00 PM, Local Time utilizing the electronic bidding software or by submitting a sealed physical proposal
to the City of Fayetteville, Purchasing Division. All proposals are due before the time stated. No late proposals
shall be accepted. Submitting electronically is strongly encouraged. The City of Fayetteville shall not be
responsible for lost or misdirected proposals, or for failure of proposer’s technical equipment.
All interested parties shall be qualified to do business and licensed in accordance with all applicable laws of the
state and local governments where the project is located. Proposers shall have a current, valid registration with
the Arkansas Secretary of State at time of proposal deadline.
The City of Fayetteville reserves the right to reject any or all Proposals and to waive irregularities therein, and all
parties agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or
claim brought by any interested party because of such rejections, nor shall any interested party seek any recourse
of any kind against the City of Fayetteville because of such rejections. The filing of any Statement in response to
this invitation shall constitute an agreement of the interested party to these conditions.
City of Fayetteville
By: Amanda Beilfuss, Sr. Purchasing Agent
P: 479.575.8220 abeilfuss@fayetteville-ar.gov
TDD (Telecommunications Device for the Deaf): (479) 521-1316
Date of advertisement: 03/17/2024
This publication was paid for by the Purchasing Division of the City of Fayetteville, Arkansas.
Amount paid: $167.99
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Page 3 of 19
City of Fayetteville
RFP 24-08, Recycling and Trash Collection Rate Study
SECTION A: General Terms & Conditions
1. SUBMISSION OF A PROPOSAL SHALL INCLUDE:
Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements
as specified in the Scope of Work.
a. A written narrative describing the method or manner in which the Proposer proposes to satisfy
requirements of this RFP in the most cost-effective manner. The term Proposer shall be in reference
to a firm or individual responding to this solicitation.
b. A description of the Proposer’s experience in providing the same or similar services as outlined in the
RFP. This description should include the names of the person(s) who will provide the services, their
qualifications, and the years of experience in performing this type of work. Also, include the reference
information requested in this RFP.
c. The complete fee and cost to the City for all services outlined in this RFP.
d. Statement should be no more than twenty-five (25) pages; single sided, standard, readable, print on
standard 8.5x11 documents. Proposers shall also submit a three (3) page (maximum) executive
summary. The following items will not count toward the twenty-five page limitation: appendix, cover
sheet, 3-page executive summary, resumes (resumes shall be no more than 1 page per person), and
forms provided by the City for completion.
i. Submitting and responding to this RFP: Proposals shall be prepared simply and economically,
providing a straightforward, concise description of its ability to meet the requirements for the
project. Fancy bindings, colored displays, and promotional material are not required. Emphasis
should be on completeness and clarity of content. All documents physically submitted should
be typewritten on standard 8 ½” x 11” white papers and bound in one volume. Exceptions
would be schematics, exhibits, one-page resumes, and City required forms. Limit proposal to
twenty-five (25) pages or less, excluding one-page team resumes, references, and forms
required by the City for completion. All proposals shall be sealed upon delivery to the City of
Fayetteville.
1. Option 1 –Electronic Submittal (strongly encouraged): Proposers can go to
www.fayetteville-ar.gov/bids and follow the prompts to submit a proposal within the
electronic bidding platform. If a proposal is submitted electronically, a physical
submission is not necessary. All Proposers must register in order to be able to submit.
There is no fee for registration.
2. Option 2 – Physical Submittal: All Proposers shall submit one (1) original copy of their
proposal as well as one (1) electronic copy on a properly labeled USB or other electronic
media device. The electronic copy submitted shall be contained into one single
electronic file and shall be identical to the hard copies provided. The use of Adobe PDF
documents is strongly recommended. Files contained on an USB or electronic media
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 4 of 19
shall not be restricted against saving or printing. Electronic copies shall not be submitted
via e-mail to City employees by the Proposer and shall be provided to the City in a sealed
manner. FedEx, UPS, USPS, or other packages should be clearly marked with the RFP
number on the outside of the mailing package.
e. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this
document. Only the names of Proposer’s will be available after the deadline until a contract has been
awarded by the Fayetteville City Council. All interested parties understand proposal documents will
not be available until after a valid contract has been executed.
f. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing
Division.
g. Proposals must follow the format of the RFP. Proposers should structure their responses to follow
the sequence of the RFP.
h. Proposers shall have experience in work of the same or similar nature and must provide references
that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of clients for whom they
have performed similar services and must provide information as requested in this document.
i. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service
agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare
any such term non-negotiable. Proposer’s desire to take exception to a non-negotiable term will not
disqualify it from consideration for award.
j. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline.
Documents shall be received before the deadline time as shown by the atomic clock located in the
Purchasing Division Office or electronic clock located in the City’s third-party bidding software.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be
sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an
addendum if the response would provide clarification to the requirements of the proposal. All such addenda
shall become part of the contract documents. The City will not be responsible for any other explanation or
interpretation of the proposed RFP made or given prior to the award of the contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any manufacturer’s names, trade name, brand name, catalog number, etc. used in specifications are for the
purpose of describing and establishing general quality levels. Such references are NOT intended to be
restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for
any items.
4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the right
to the following:
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City of Fayetteville, AR
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Page 5 of 19
a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm.
Negotiation with an individual Proposer does not require negotiation with others.
b. The City of Fayetteville reserves the right to select the proposal it believes will serve the best interest
of the City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals.
d. The City of Fayetteville reserves the right to cancel the entire request for proposal.
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the
request for proposal or in proposals submitted.
f. The City of Fayetteville reserves the right to request any necessary clarifications, additional
information or proposal data without changing the terms of the proposal.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services
required on the basis of the original proposals without negotiation.
h. The City reserves the right to ask for a best and final offer from one or more Proposers. The best and
final offer process is not guaranteed; therefore, Proposers shall submit and respond to this RFP on the
most favorable terms available.
5. EVALUATION CRITERIA:
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score
responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the
selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated
and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the
evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked.
6. COSTS INCURRED BY PROPOSERS:
All expenses involved with the preparation and submission of proposals to the City, or any work performed in
connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses
received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement.
7. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee’s discretion.
8. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in City of Fayetteville Code Section 34.26 titled “Limited Authority of City Employee to
Provide Services to the City”.
b. The Proposer shall promptly notify Amanda Beilfuss, City Sr. Purchasing Agent, in writing, of all
potential conflicts of interest for any prospective business association, interest, or other circumstance
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 6 of 19
which may influence or appear to influence the Proposer’s judgment or quality of services being
provided. Such written notification shall identify the prospective business association, interest or
circumstance, the nature of which the Proposer may undertake and request an opinion to the City as
to whether the association, interest or circumstance would, in the opinion of the City, constitute a
conflict of interest if entered into by the Proposer. The City agrees to communicate with the Proposer
its opinion via e-mail or first-class mail within thirty days of receipt of notification.
9. WITHDRAWAL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request
from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set
for the proposal.
10. LATE PROPOSAL OR MODIFICATIONS:
a. Proposal and modifications received after the time set for the proposal submittal shall not be
considered. Modifications in writing received prior to the deadline will be accepted. The City will
not be responsible for misdirected bids. Proposers refer to their submission status in the online
bidding portal or call the Purchasing Division at (479) 575-8220 to ensure receipt of their submittal
documents prior to opening time and date listed.
b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals
shall be received in the Purchasing Division BEFORE the deadline stated. The official clock to
determine local time shall be the atomic clock located in the Purchasing Division, Room 306 of City
Hall, 113 W. Mountain, Fayetteville, AR.
11. CONSTITUTIONAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers
shall comply with all constitutional, state, and federal directives, orders and laws as applicable to this proposal
and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged
Business Enterprises (DBE), & OSHA as applicable to this contract.
12. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government
agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said
proposal terms and conditions therein, should any said governmental entity desire to buy under this
proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches,
political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or
other public agencies or authorities), which may desire to purchase under the terms and conditions of the
contract.
13. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: “Proposer certifies
that their proposal is made without previous understanding, agreement, or connection with any person,
firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without
outside control, collusion, fraud, or otherwise illegal action.”
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City of Fayetteville, AR
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Page 7 of 19
14. RIGHT TO AUDIT, FOIA, AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a Contractor’s records as such records relate
to purchases between the City and said Contractor.
b. Freedom of Information Act: City contracts and documents prepared while performing City
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information
Act request is presented to the City of Fayetteville, the (contractor) will do everything possible to
provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of
Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to
the FOIA may be assessed for this compliance.
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the
services or any part thereof covered by this order, and such obligation shall survive acceptance of the services
and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for proposal apply to this contract except as
specifically stated in the subsequent sections of this document, which take precedence, and should be fully
understood by Proposers prior to submitting a proposal on this requirement.
17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should
call 479.521.1316 (telecommunications device for the deaf), no later than seven days prior to the deadline.
Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division,
immediately.
18. CERTIFICATE OF INSURANCE:
The successful Proposer shall provide a Certificate of Insurance of professional liability insurance in the
amount of $1 million US dollars, at minimum. Such Certificate of Insurance shall list the City as an additional
insured and not be required unless firm is selected.
19. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same
as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is
responsible for immediately notifying the Purchasing Division of any company name change, which would
cause invoicing to change from the name used at the time of the original RFP. Payment will be made within
thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or
penalty for untimely payments. Payments can be processed through Proposer’s acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to allow any increase
in hourly rates by the contract without PRIOR Fayetteville City Council approval.
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City of Fayetteville, AR
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Page 8 of 19
20. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice
to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails
to fulfill or abide by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right
to cancel and obtain from another source, any items and/or services which have not been delivered
within the period of time from the date of order as determined by the City of Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify
the Contractor of such occurrence and contract shall terminate of the last day of the current fiscal
period without penalty or expense to the City.
21. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without
prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the
Proposer shall disclose such intent in the proposal submitted as a result of this RFP.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to
the City within thirty (30) calendar days of Contractor’s notice of such action or upon the occurrence
of said action, whichever occurs first.
22. NON-EXCLUSIVE CONTRACT:
Award of this RFP shall impose no obligation on the City to utilize the Contractor for all work of this type,
which may develop during the contract period. This is not an exclusive contract. The City specifically reserves
the right to concurrently contract with other companies for similar work if it deems such an action to be in
the City’s best interest. In the case of multiple-phase contracts, this provision shall apply separately to each
item.
23. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
the bidder/proposer/protestor or any member of the bidder’s/proposer’s/protestor’s staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has
a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non-action in connection with any request for proposal,
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 9 of 19
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause
any request for proposal, request for qualification, bid or contract to be rejected.
24. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When
approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor
shall provide such additional requirements as may become necessary.
25. SERVICES AGREEMENT:
A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal
will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for
approval and signature of the Mayor.
26. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS:
Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only
in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP
form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response.
Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or
otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations
a Proposer wishes to propose shall be clearly stated in the Proposer’s RFP response and presented in the form
of an addendum to the original RFP documents.
27. OTHER GENERAL CONDITIONS:
a. Proposers must provide the City with their proposals signed by an employee having legal authority to
submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses
shall be borne by the Proposer.
b. The City reserves the right to request any additional information it deems necessary from any or all
Proposers after the submission deadline.
c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor does
it commit the City to pay for any costs incurred by Proposer in preparation. It shall be clearly
understood that any costs incurred by the Proposer in responding to this request for proposal is at the
Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable
for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the
proposal is accepted.
d. If products, components, or services other than those described in this bid document are proposed,
the Proposer must include complete descriptive literature for each. All requests for additional
information must be received within five working days following the request.
e. Any uncertainties shall be brought to the attention to Amanda Beilfuss immediately via telephone
(479.575.8220) or e-mail (abeilfuss@fayetteville-ar.gov). It is the intent and goal of the City of
Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 10 of 19
of the scope of work to be completed and/or goods to be provided. We encourage all interested
parties to ask questions to enable all Proposers to be on equal terms.
f. Any inquiries or requests for explanation in regard to the City's requirements should be made
promptly to Amanda Beilfuss, City of Fayetteville, Sr. Purchasing Agent via e-mail
(abeilfuss@fayetteville-ar.gov) or telephone (479.575.8220). No oral interpretation or clarifications
will be given as to the meaning of any part of this request for proposal. All questions, clarifications,
and requests, together with answers, if any, will be provided to all firms via written addendum. Names
of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract
is in place.
g. At the discretion of the City, one or more firms may be asked for more detailed information before
final ranking of the firms, which may also include oral interviews.
h. Any information provided herein is intended to assist the Proposer in the preparation of proposals
necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with
sufficient basic information to submit proposals meeting minimum specifications and/or test
requirements but is not intended to limit a RFP’s content or to exclude any relevant or essential data.
i. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in
any manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby expressly and
irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of
jurisdiction or improper venue or any similar basis.
j. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to
become due hereunder without written consent of City of Fayetteville. In case the successful Proposer
assigns all or any part of any monies due or to become due under this Contract, the Instrument of
assignment shall contain a clause substantially to the effect that it is agreed that the right of the assignee
in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of
all persons, firms, and corporations for services rendered or materials supplied for the performance of
the services called for in this contract.
k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services
shall apply to the contract throughout, and they will be deemed to be included in the contract as though
written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws,
ordinances and regulations of the Federal, State, and municipal governments or authorities in any
manner affecting those engaged or employed in providing these services or in any way affecting the
conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or
authority over same. If any discrepancy or inconsistency should be discovered in these Contract
Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation,
order or decree, s/he shall herewith report the same in writing to the City of Fayetteville.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 11 of 19
City of Fayetteville
RFP 24-08, Recycling and Trash Collection Rate Study
SECTION B: Scope of Services and General Information
1. INTRODUCTION:
a. Fayetteville is a thriving community of 95,230 residents (2021 Census estimate). As the second largest
city in Arkansas, Fayetteville provides all the resources and advantages of a large city while maintaining
a quality of life that remains true to its unique heritage. Fayetteville is the county seat of Washington
County, Arkansas.
b. The Recycling and Trash Collection Division (RTC) operates as an Enterprise fund within the City of
Fayetteville. By ordinance, the City collects all residential and commercial waste using carts and
dumpster service. The Division competes with licensed franchise holders for open top and compactor
services. The City provides recycling and yard waste collection services to all single-family residential
units. The Division operates a Transfer Station, Recycling Center, and Composting operation. The City
recently adopted a Climate Action Plan (available at: https://www.fayetteville-ar.gov/4260/Climate-
Action-Plan) which directs the Division to put programs in place to divert 40% of the City’s waste
stream.
2. SCOPE OF WORK
The broad objective of the study is to adequately fund existing solid waste services, foreseeable capital costs,
and debt service that is derived in an equitable and justifiable manner from new and existing customers.
The study shall include an assessment of our existing operations, to include at a minimum, an analysis of the
City of Fayetteville’s Recycling and Trash Collection user characteristics, a review of the City’s current
collection equipment, review of the City’s current collection routes and timing, make recommendations for
refinements and modifications to the collections system and provide feasibility level cost estimates for
implementation of said recommendations.
The study, at a minimum, shall address the following objectives:
a. Compare current recycling and trash collection service costs (operations, and capital improvements)
against appropriate industry benchmarks
b. Recommend baseline rate structures required to guarantee the sustainability of the City’s recycling
and trash services and provide for collection equipment upgrade and maintenance
c. Evaluate Collection of:
i. Material by Program;
1. Curbside recyclables
2. Apartment recyclables
3. Commercial recyclables
4. Residential solid waste
5. Commercial solid waste
6. Industrial solid waste
7. Yard waste
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 12 of 19
ii. Bulk item pick up program
iii. Transfer station operation
iv. Recycling center operation
v. Disposal of all waste
vi. Marketing and processing of recyclables
vii. Composting program
viii. Franchise fees collection and administration
ix. Planned capital improvements
x. Operations and administration program
xi. Additional positions
d. Recommendations shall also consider annual inflationary and indexed adjustments that address the
overall policy direction outlined herein.
e. The study is to be performed in conformance with the following policy directions:
i. The recommended rate structures shall be based on cost of service and shall be sufficient to
meet the current and future revenue requirements of the City of Fayetteville’s Recycling and
Trash Division.
ii. The study shall recommend rate structures that consider and make provisions for the following
factors:
1. Achieving the goals outlined in the Recycling and Trash Collection Master Plan adopted
in February 2017
2. Current and future estimated costs to provide solid waste services in accordance with
established and anticipated standards and regulations in addition to the adopted Solid
Waste Reduction, Diversion, and Recycling Master Plan (available at:
https://www.fayetteville-ar.gov/1907/Recycling-and-Trash-Master-Plan)
3. Projected demands
4. Age and condition of fleet
5. Funding requirements for future facility and equipment upgrades
iii. The recommended rate structures shall provide direct identification of revenues appropriated
to major funded activities and infrastructure.
iv. The study shall provide at least two (2) recommended rate alternatives for solid waste services
based upon standard rate practice that meet the criteria outlined above. The consultant will
make recommendations as to which alternative best meets the criteria.
v. The benefits of any proposed modifications shall be weighed against the financial impacts on
rate payers.
vi. Justification of differences in proposed rate structures for different classes of customers shall be
provided.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 13 of 19
vii. The recommended rate structures shall result in no decrease in stability of the revenue stream,
as compared to the current structure. Consideration shall be given to funding past and future
depreciation such as the necessary replacement or upgrade of facilities/equipment.
viii. The recommended rate structures shall be easy to administer and understand and shall be fully
compatible with the City’s existing billing system.
ix. The recommended rate structure shall be provided through the next five (5) years.
f. In making rate structure recommendations, the final report shall explicitly include the following
elements and analysis for the provided solid waste services:
i. Current Rate Structure – Assess the current rate structure’s performance as a baseline for
comparing and justifying recommended changes.
ii. Equity – Assess the equity of recommended rate structures for all types of property ownership
and user classes.
iii. Sensitivity Analysis – Assess the ability of the revenue stream generated by the recommended
rate structures to continue to fully fund recycling and trash collection service costs. Include a
sensitivity analysis where the long-term revenue generated under each alternative shall be
illustrated when confronted with the impacts of growth or increased demand.
iv. Rate Payer Education and Communication – Recommend methods for communicating utility
costs, including utility bill layout and how it might be used to identify actual costs of providing
recycling and trash collection services.
v. Annual Enterprise Fund Balance Targets
vi. Annual Target Contingency Fund Balances and Level of Liquidity
vii. Budgeting Horizon and Cycle – Assess the appropriate budgeting horizon and cycle needed to
support recommended rate structures.
viii. Comprehensive Summary of Recommended Rate Structures – Asses the performance of each
recommended rate structure over time and provide recommendations on the preferred rate
structure.
ix. Supporting Data – Provide data supporting conclusions and observations made for each of the
areas above and cite within the study.
3. SERVICES TO BE PROVIDED BY THE CITY:
City of Fayetteville staff will provide all reasonably available records and information, including, but not limited
to financial reports, historical costs and budgets, demand and consumption data, and general community
demographics. City staff will also provide general staff support and assistance as required and agreed to in
advance of the project.
4. PROPOSAL REQUIREMENTS:
Proposers shall include the following with RFP response:
a. General information including:
i. Name and address of firm
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 14 of 19
ii. Number of years firm has been in business operating under current name
iii. Other names (if applicable), including parent company name(s) by which Proposer’s organization
has been known and the length of time known by each name.
iv. Current insurance coverage
b. Knowledge of applicable regulations and local conditions
c. Understanding of project and proposed project approach with desired outcomes:
i. Describe firm’s anticipated approach to project and any special ideas, techniques, and/or
suggestions that may add value to the project.
d. Experience and performance records:
i. Provide a history of firm’s experience providing services consistent with those described herein.
ii. Provide names of municipal clients for which firm has provided similar services in the last five
(5) years.
iii. Provide name and contact information for three (3) municipal references who can discuss firm’s
work on past plans, studies, and/or projects.
e. Project personnel assignments and qualifications:
i. Identify firm’s primary contact and project manager for this project. Project manager shall be
actively involved in all phases of the project and shall function as the City’s primary point of
contact for firm. Include, name, title, resume, and contact information.
ii. Provide name, title, resume, contact information, skills, experience, credentials, and unique
qualifications of key personnel that will be assigned to this project.
iii. Provide an organizational chart depicting anticipated relationships between key personnel
described above and the City of Fayetteville.
f. Timeline:
i. Provide proposed plan/schedule for completing the project. A shorter timeline will be given
more consideration when evaluating proposals.
4. COST PROPOSAL:
Cost proposal shall be for all services, materials, supplies, and any other items or requirements necessary to
complete the work. Estimated expenses shall be included. Proposer shall submit hourly rates for any
additional services offered.
5. PROPOSAL CONTENT:
Proposals shall be prepared simply and economically, providing a straightforward, concise description its
ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional material
are not required. Emphasis should be on completeness and clarity of content. All documents should be
typewritten on standard 8 ½” x 11” white pages and bound in one volume. Exceptions would be schematics,
exhibits, or other information necessary to facilitate the City of Fayetteville’s ability to accurately evaluate the
proposal. Limit proposal to twenty-five (25) pages or less, excluding one-page team resumes, references, and
forms required by the City for completion.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 15 of 19
6. CONTRACT FORMATION:
If the negotiation produces mutual agreement, a contract will be considered for approval by the City of
Fayetteville City Council. If negotiations with the highest-ranking Proposer fail, negotiations may be initiated
with the next highest-ranking Proposer until an agreement is reached. The City reserves the right to reject all
offers and end the process without executing a contract.
7. SELECTION CRITERIA:
The following criteria will be used by the City to evaluate and score responsive proposals. Proposers shall
include sufficient information to allow the City to thoroughly evaluate and score the proposal. Each proposal
submitted is not required to be ranked by the selection committee. The contract may be awarded to the
most qualified firm, per the evaluation criteria listed below, based on the evaluation of the selection
committee. Following the evaluation of the proposals, the Selection Committee may request that the top-
ranking firm(s) make an oral presentation or be interviewed. If presentations are necessary, they will take
place in Fayetteville, Arkansas. Notices will be sent by the Purchasing Division.
1) 25% Qualifications in Relation to Specific Project to be Performed: Information reflecting
qualifications of the consultant, partners, and project team. Indicated specialized
experience and technical competence of the firm in connection with the type and
complexity of the service required. Subcontractors, if used, shall be listed with information
on their organization.
2) 25% Experience, Competence, and Capacity for Performance: Information reflecting the
names, titles, and qualifications (including experience and technical competence) of the
major personnel assigned to this specific project.
3) 10% Proposed Method of Doing Work: A proposed work plan (description of how the project
would be conducted as well as other facts concerning approach to scope) indicating
methods and schedules for accomplishing scope of work. Include with this the amount of
work presently underway.
4) 25% Past Performance: Previous evaluations shall be considered a significant factor. If previous
evaluations with the City are not available, the professional firm's past performance
records with City and others will be used, including quality of work, timely performance,
diligence, and any other pertinent information. Firm will provide a list of similar jobs
performed and person whom the City can contact for information.
5) 15% Cost/Fees: Complete costs and fees as described in this RFP and for delivery of the proposal
including fiscal feasibility and financial stability. All fees shall be clearly identified with RFP
response and be itemized as much as possible.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 16 of 19
9. ADDITIONAL DOCUMENTS AND INFORMATON: The following information is included with this solicitation as
additional information:
a. Online Resources:
i. Fayetteville Code of Ordinances – Chapter 50:
https://library.municode.com/ar/fayetteville/codes/code_of_ordinances?nodeId=CD_ORD_TIT
VPUWO_CH50RETRCO
ii. Current RTC Rates:
https://www.fayetteville-ar.gov/3558/Rates
iii. Fayetteville Recycling & Trash Master Plan:
https://www.fayetteville-ar.gov/1907/Recycling-and-Trash-Master-Plan
iv. Climate Action Plan:
https://www.fayetteville-ar.gov/4260/Climate-Action-Plan
b. Appendices to RFP:
i. Appendix A: Transportation Organizational Chart
CONTINTUES ON NEXT PAGE
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 17 of 19
City of Fayetteville
RFP 24-08, Recycling and Trash Collection Rate Study
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to,
any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship
exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such
a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form
must be completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
___________1) NO KNOWN RELATIONSHIP EXISTS
___________2) RELATIONSHIP EXISTS (Please explain): __________________________________
_______________________________________________________________________________
_______________________________________________________________________________
I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to
certify the information provided herein is accurate and true; and my organization shall comply with all State and
Federal Equal Opportunity and Non-Discrimination requirements and conditions of employment.
Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently
boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract,
with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott
Israel, the contractor must notify the contracted public entity in writing.
Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently
boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering
into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during the contract the
contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition Industries, the contractor must
notify the contracted public entity in writing.
2. PRIMARY CONTACT INFORMATION
At the discretion of the City, one or more firms may be asked for more detailed information before final ranking
of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary
contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection
committee can call for clarification or interview via telephone.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 18 of 19
Corporate Name of Firm: ____________________________________________________________________
Primary Contact: _____________________________ Title of Primary Contact: __________________________
Phone#1 (cell preferred): _____________________________Phone#2: ________________________________
E-Mail Address: _____________________________________________________________________________
3. ACKNOWLEDGEMENT OF ADDENDA
Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent
as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the
appropriate blank listed herein. Failure to do so may subject Contractor to disqualification.
ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED
4. DEBARMENT CERTIFICATION:
As an interested party on this project, you are required to provide debarment/suspension certification indicating
compliance with the below Federal Executive Order. Certification can be done by completing and signing this
form.
Federal Executive Order (E.O.) 12549 “Debarment and Suspension“ requires that all contractors receiving
individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are
not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal
department or agency from doing business with the Federal Government.
Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or
agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME OF COMPANY: ________________________________________________________________________
PHYSICAL ADDRESS: _________________________________________________________________________
MAILING ADDRESS: _________________________________________________________________________
TAX ID #: ____________________________ AR. SECRETARY OF STATE FILING #: _________________________
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Page 19 of 19
PHONE: __________________________________________ FAX: ____________________________________
E-MAIL: ___________________________________________________________________________________
SIGNATURE: _______________________________________________________________________________
PRINTED NAME: ____________________________________________________________________________
TITLE: ________________________________________ DATE: ______________________________________
END OF RFP DOCUMENT
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10/10/23 Environmental Director
Sustainability
Department (2)
Relief Drivers (6)
Transfer Station (2)
Route Supervisor
(Trash Collections)
Recycling Route
Drivers (12)
Trash Route
Drivers (7)
Senior Supervisor
(Recycling Collections)
Route Supervisor
(Comm. Collections)
Assistant RTC
Ops Manager
Roll Off Drivers (2)
Comm. Collections
Drivers (7)
Office Manager
Compost (3)
Recycling Processing
Facility (2)
Recycling
Drop-off (2)
Educator (2)
Waste Reduction
Manager
Recycling & Trash
Operations
Manager
Cart
Delivery (1)
Bulk Truck (1)
Yard Waste
Route Drivers (4)
Financial
Analyst
Facility Supervisor
Recycling Crew
Leader (1)
Customer Service
Representative (3)
Commercial Crew
Leader (1)
Facility Crew
Leader (1)
Attachment A
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City of Fayetteville, AR
RFP 24‐08, Addendum 1
Page 1 | 1
RFP 24‐08, Addendum 1
Date: Thursday, April 4, 2024
To: All Prospective Vendors
From: Amanda Beilfuss – 479.575.8220 – abeilfuss@fayetteville‐ar.gov
RE: RFP 24‐08 – Recycling and Trash Collection Rate Study
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Interested parties should indicate their receipt of same in the appropriate blank of
the RFP. PROPOSERS SHOULD ACKNOWLEDGE THIS ADDENDUM ON THE DESIGNATED LOCATION ON THE BID
PORTAL/FORM.
1. Clarifications:
a. The following items will NOT count toward the 25‐page limitation:
i. Cover and Cover Letter
ii. Appendix/Table of Contents
iii. Resumes (shall be no more than 2 pages per person)
iv. References
v. City provided forms
b. Cost Proposal shall be included as part of the RFP response.
2. PROPOSAL DEADLINE HAS BEEN EXTENDED. All Proposals shall be received by Tuesday, April 16th before
2:00 PM, local time.
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City of Faye tteville, AR
RFP 24- 0 8 , Addendum 2
Page 1 | 1
RFP 24-08, Addendum 2
Date: Tuesday, April 9, 2024
To: All Prospective Vendors
From: Amanda Beilfuss – 479.575.8220 – abeilfuss@fayetteville-ar.gov
RE: RFP 24-08 – Recycling and Trash Collection Rate Study
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Interested parties should indicate their receipt of same in the appropriate blank of
the RFP. PROPOSERS SHOULD ACKNOWLEDGE THIS ADDENDUM ON THE DESIGNATED LOCATION ON THE BID
PORTAL/FORM.
1. Questions: The following questions have been received and answered by the corresponding department:
a. Question: Will the project require a City Council presentation? If so, should this be included in the
project scope of work and budget?
i. Answer: Yes, there will need to be a City Council presentation and should be included with
proposal.
b. Question: What is the City’s preferred project schedule length?
i. Answer: It is anticipated 6-9 months long.
c. Question: Is there a contract available for our review beyond the conditions provided within the
RFP?
i. Answer: Attached to this addendum is a draft Contract for this project. This is a draft; the
final Contract will be negotiated with awarded Proposer.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Contract: ** Contractor **
Page 1 of 6
City of Fayetteville
RFP 24-08, Recycling and Trash Collection Rate Study
Contract – Between City of Fayetteville, AR
and **Contractor**
This contract executed this ____ day of ___________, 2024, between the City of Fayetteville, Arkansas (City), of
113 W. Mountain, Fayetteville, AR 72701 and **Contractor** (CONTRACTOR) of ** Insert Address**, in
consideration of the mutual covenants contained herein, the parties agree as follows:
1. Purpose: The purpose of this Contract is to provide the terms and conditions necessary for the
completion of a Recycling and Trash Collection Rate Study for the City of Fayetteville (the “Project”), as
defined in the scope of work of RFP 24-08, Recycling and Trash Collection Rate Study.
2. Contract Documents: The Contract documents which comprise the contract between the City of
Fayetteville and CONTRACTOR consist of this Contract and the following documents attached hereto,
and made a part hereof:
a. Appendix A: Scope of Work & Fees
b. Appendix B: City Issued Solicitation for RFP 24-08, Recycling and Trash Collection Rate Study
c. Appendix C: CONTRACTOR’s RFP Submittal
d. Appendix D: CONTRACTOR’s Certificate of Insurance
3. City’s Responsibilities:
a. The City shall make available to CONTRACTOR, all relevant information or data it has pertinent
to the Project which is required by CONTRACTOR to perform the Services. CONTRACTOR shall
be entitled to rely upon the accuracy and completeness of all information and data furnished by
the City, including information and data originating with other consultants employed by the City
whether such consultants are engaged at the request of CONTRACTOR or otherwise. Where
such information or data originates either with the City or its consultants then CONTRACTOR
shall not be responsible to the City for the consequences of any error or omission contained
therein.
b. When requested by CONTRACTOR, the City may engage specialist consultants directly to
perform items of work necessary to enable CONTRACTOR to carry out the Services. Whether
arranged by the City or CONTRACTOR, these services shall be deemed to be provided under
direct contracts to the City unless expressly provided otherwise. If the City chooses not to
engage specialist consultants, then the Parties will work cooperatively to modify the scope of
services to reflect any reductions or additions to the services to be provided by
CONTRACTOR.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Contract: ** Contractor **
Page 2 of 6
c. The City shall give prompt consideration to all documentation related to the Project prepared
by CONTRACTOR and whenever prompt action is necessary shall inform CONTRACTOR of City's
decisions in such reasonable time so as not to delay the schedule for providing the Services.
d. The City of Fayetteville’s Environmental Director is the project representative with respect to the
services to be performed under this Agreement. The Environmental Director shall have
complete authority to transmit instructions, receive information, interpret and define policies
and decisions with respect to materials, equipment, elements and systems to be used in the
Project, and other matters pertinent to the services covered by this Agreement.
4. CONTRACTOR’s Responsibilities:
a. CONTRACTOR shall furnish the necessary qualified personnel to provide the Services.
CONTRACTOR represents that it has access to the experience and capability necessary to and
agrees to perform the Services with the reasonable skill and diligence required by customarily
accepted professional practices and procedures normally provided in the performance of the
Services at the time when and the location in which the Services were performed. This
undertaking does not imply or guarantee a perfect Project and in the event of failure or partial
failure of the product or the Services, CONTRACTOR will be liable only for its failure to exercise
diligence, reasonable care, and professional skill. This standard of care is the sole and exclusive
standard of care that will be applied to measure CONTRACTOR 's performance. There are no
other representations or warranties expressed or implied made by CONTRACTOR. In particular,
but not by way of limitation, no implied warranty of merchantability or fitness for a particular
purpose shall apply to the Services provided by CONTRACTOR nor shall CONTRACTOR warrant
or guarantee economic, market or financial conditions, proforma projections, schedules for
public agency approvals, or other factors beyond CONTRACTOR 's reasonable control.
5. Non-Assignment: CONTRACTOR shall not assign its duties under the terms of this agreement without
prior written consent of the City.
6. Indemnification and Hold Harmless:
a. CONTRACTOR agrees to hold the City of Fayetteville harmless and indemnify the City of
Fayetteville, but not defend, against any and all claims for property damage, personal injury or
death, arising from CONTRACTOR’s performance under this contract. This clause shall not, in
any form or manner, be construed to waive that tort immunity set forth under Arkansas Law.
b. Notwithstanding anything to the contrary, the total amount of all claims the City of Fayetteville
may have against CONTRACTOR under this contract or arising from the performance or non-
performance of the services under any theory of law, including but not limited to claims for
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Contract: ** Contractor **
Page 3 of 6
negligence, negligent misrepresentation and breach of contract, shall not exceed $500,000. As
the City of Fayetteville’s sole and exclusive remedy under this contract any claim, demand or
suit shall be directed and/or asserted only against CONTRACTOR and not against any of
CONTRACTOR’s employees, officers or directors. Neither the City of Fayetteville nor
CONTRACTOR shall be liable to the other or shall make any claim for any incidental, indirect or
consequential damages arising out of or connected to this contract or the performance of the
services on this project. This mutual waiver includes, but is not limited to, damages related to
loss of use, loss of profits, loss of income, unrealized energy savings, diminution of property
value or loss of reimbursement or credits from governmental or other agencies.
7. Insurance: CONTRACTOR shall furnish a certificate of insurance addressed to the City of Fayetteville
within ten (10) calendar days after contract finalization, presenting insurance which shall be
maintained throughout the term of the Contract in compliance with the terms of RFP 24-08. If
applicable, CONTRACTOR shall require any subcontractor to provide insurance. In the event any
employee engaged in work on the project under this contract is not protected under Worker’s
Compensation insurance, CONTRACTOR shall provide and shall cause each subcontractor to provide
adequate employer’s liability insurance for the protection of such of their employees are not otherwise
protected. Worker’s Compensation coverage shall be applicable with state law.
8. Price:
a. CONTRACTOR shall perform the services included in this proposal for a not-to-exceed fee of
$______________.
i. CONTRACTOR shall strive to make decisions based on what is best for the City. As such,
the CONTRACTOR compensation is structured as a not-to-exceed fee, with billing to be
completed on a monthly basis until completion of project. Monthly invoice shall include
a breakdown of completed tasks and/or deliverables for the previous month.
b. Additional services requested that fall outside the scope of this project shall be provided on a
time-and-materials basis, subject to pre-approval.
9. Payments:
a. Payments shall be made after approval and acceptance of each itemized invoice, which shall
not be unreasonably withheld.
b. Unless disputed by the City, payments shall be made 30 calendar days after acceptance of
invoice. Electronic delivery to the City is preferred.
10. Terms: All work as required in the Appendix A – Scope of work shall be completed within _____
calendar days of contract approval from Fayetteville City Council.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Contract: ** Contractor **
Page 4 of 6
11. Ownership of Documents:
a. All documents provided by the City are and remain the property of the City. CONTRACTOR may
retain reproduced copies of drawings and copies of other documents.
b. All documents and records, whether in physical or electronic format, prepared by CONTRACTOR
or its subconsultant as part of the Project shall become the property of City; provided, however,
that CONTRACTOR shall have the unrestricted right to their use.
c. CONTRACTOR shall retain its rights in its standard document details, specifications, databases,
computer software, and other proprietary property. Rights to intellectual property developed,
utilized, or modified in the performance of the Services shall remain the property of
CONTRACTOR.
d. CONTRACTOR will grant the City, the State of Arkansas, and the United States of America a
royalty-free, non- exclusive and irrevocable license to publish, reproduce and use, and dispose of
in any manner and for any purpose without limitation, and to authorize or ratify publication,
reproduction or use by others, of all copyrightable material first produced or composed under
this agreement by the contractor, its employees or any individual or concern specifically
employed or assigned to originate and prepare such material.
12. Independent Contractor: CONTRACTOR is an independent contractor of the City and shall maintain
complete responsibility for applicable state or federal law on unemployment insurance, withholding
taxes, social security, or other industrial, labor or discrimination law for its employees. CONTRACTOR is
responsible for its agents, sub-consultants, methods, and operations.
13. Notices: Any notice required to be given under this Agreement to either party to the other shall be
sufficient if addressed and mailed, certified mail, postage paid, delivery, e-mail or fax (receipt
confirmed), or overnight courier.
14. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractor will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
15. Termination: This Contract may be terminated by the City of Fayetteville or CONTRACTOR for any reason
with thirty (30) days written notice. If either party breaches this agreement, the non-defaulting party
may terminate this Agreement after giving seven (7) days’ notice to remedy the breach. On termination
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Contract: ** Contractor **
Page 5 of 6
of this agreement, the City shall pay CONTRACTOR for the services performed through the date of
termination within thirty (30) days of acceptance of final invoice.
16. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and
the City Council in advance of the change in scope, cost or fees. No modification of this contract shall be
binding unless made in writing and executed by both parties.
17. Applicable Law: This Agreement shall be governed by and construed in accord with the laws of the State
of Arkansas. Venue for all legal disputes shall be Washington County, Arkansas.
18. Contract Administration: The Mayor or their Designated Representative shall be the Contract
Administrator for this contract. CONTRACTOR’s Principal or their Designated Representative shall be the
primary contact for all matters pertaining to this contract.
19. Professional Responsibility: CONTRACTOR shall exercise reasonable skill, care, and diligence in the
performance of services and will carry out its responsibilities in accordance with customarily accepted
professional practices.
20. Permits & Licenses: CONTRACTOR shall secure and maintain any and all permits and licenses required to
complete this Contract.
21. Publications: Recognizing the importance of professional development on the part of CONTRACTOR’s
employees and the importance of CONTRACTOR’s public relations CONTRACTOR may prepare
publications, such as technical papers, articles for periodicals, promotional materials, and press releases,
in electronic or other format, pertaining to CONTRACTOR’s services for the Project. Such publications
will be provided to CITY OF FAYETTEVILLE in draft form for CITY OF FAYETTEVILLE’s advance review. CITY
OF FAYETTEVILLE shall review such drafts promptly and provide CITY OF FAYETTEVILLE’s comments to
CONTRACTOR, CITY OF FAYETTEVILLE may require deletion of proprietary data or confidential
information from such publications, but otherwise CITY OF FAYETTEVILLE will not unreasonably withhold
approval. Approved materials may be used in a variety of situations and do not require additional
review or approval for each use. The cost of CONTRACTOR’s activities pertaining to any such publication
shall be for CONTRACTOR’s account.
22. Entire Agreement: These Contract documents constitute the entire agreement between the City of
Fayetteville and CONTRACTOR and may be modified only by a duly executed written instrument signed by
the City of Fayetteville and CONTRACTOR In the event of a conflict between the terms of this Contract
and the appendices, this Contract and the terms and conditions contained in Appendix B shall control.
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City of Fayetteville, AR
RFP 24-08, Recycling and Trash Collection Rate Study
Contract: ** Contractor **
Page 6 of 6
23. Force Majeure: Any default in the performance of this Agreement caused by any of the following events
and without fault or negligence on the part of the defaulting party shall not constitute a breach of
contract: labor strikes, riots, war, acts of governmental authorities, unusually severe weather conditions
or other natural catastrophe, disease, epidemic or pandemic, or any other cause beyond the reasonable
control or contemplation of either party. Nothing herein relieves the City of its obligation to pay
CONTRACTOR for services actually rendered.
24. Severability: In the event that any court of competent jurisdiction shall determine that any provision of
this agreement shall be unenforceable, then that provision shall be deemed to be null and void and the
remaining provisions hereof shall remain in full force and effect.
25. Debarment Certification: CONTRACTOR hereby provides debarment/suspension certification indicating
compliance with the below Federal Executive Order. Federal Executive Order (E.O.) 12549 “Debarment
and Suspension” requires that all contractors receiving individual awards, using federal funds, and all
sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing
business with the Federal Government. CONTRACTOR hereby attests its principal is not presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal department or agency.
IN WITNESS WHEREOF, CITY OF FAYETTEVILLE, ARKANSAS by and through its Mayor, and ** CONTRACTOR **
by its authorized officer has made and executed this Agreement as of the day and year first above written.
CITY OF FAYETTEVILLE, ARKANSAS ** CONTRACTOR **
By: By:
LIONELD JORDAN, MAYOR NAME OF AUTHORIZED SIGNER, TITLE
ATTEST:
By:
Kara Paxton, City Clerk
Date Signed: _________________________ Date Signed: ____________________________
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City of Fayetteville, AR
RFP 24‐08, Addendum 3
Page 1 | 2
RFP 24‐08, Addendum 3
Date: Monday, April 15, 2024
To: All Prospective Vendors
From: Amanda Beilfuss – 479.575.8220 – abeilfuss@fayetteville‐ar.gov
RE: RFP 24‐08 – Recycling and Trash Collection Rate Study
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Interested parties should indicate their receipt of same in the appropriate blank of
the RFP. PROPOSERS SHOULD ACKNOWLEDGE THIS ADDENDUM ON THE DESIGNATED LOCATION ON THE BID
PORTAL/FORM.
1. Questions: The following questions have been received and answered by the corresponding department:
a. Question: Is this study a regular rate verification and resetting study or some other factors are the
impetus behind this?
i. Answer: Yes, this is a regular rate verification and resetting study.
b. Question: Is the address and services data clean? Or is a data validation analysis required as part
of the project?
i. Answer: Yes, address and service data are clean.
c. Question: Will the employee/asset utilization data be available? Or will an analysis to determine
this be required?
i. Answer: Yes, that data will be available.
d. Question: For the sensitivity analysis, are the factors and time span known? Or will an interaction‐
effect analysis of determining the dominant factors and their relationships be required?
i. Answer: Yes, the factors and time span are known.
e. Question: Is there a routing system in place with historical routes, times, and resources data?
i. Answer: Yes.
f. Question: Is the analysis of business processes of DPW affecting the services management, billing
and other processes are of interest?
i. Answer: No.
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City of Fayetteville, AR
RFP 24‐08, Addendum 3
Page 2 | 2
g. Question: Is the analysis to set equity basis (segmentation) for the customer type part of the
analysis? For example, certain customer types may be given discounts, and some may be charged
more for the same service.
i. Answer: Yes, information about equity impacts would be beneficial.
h. Question: Are the policies defining the feasibility of the ranges of the rate available? For example,
is there a policy stating that a new rate for the curbside collection for a single‐family home cannot
exceed X% compared to the current rate?
i. Answer: No, the City does not have a policy regarding this.
i. Question: What is the expected timeframe to get this study done? Are there any significant
deadlines that need to be met?
i. Answer: Please refer to Addendum 2. There are no specific deadlines for this project.
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