Request for Proposal: Solid Waste Management Fee Study
TIMELINE:
September 7, 2024 - RFP release date
September 18, 2024 - Optional pre-proposal phone conference at 1:30 p.m. PST
October 11, 2024 - Deadline to submit written questions due by 3:00 p.m. PST
October 21, 2024 - Proposals due by 3:00 p.m. PST
November 8, 2024 - Preliminary screening process complete, including reference checks.
November 13, 2024 - Board consideration and approval of staff recommended Contractor (including proposer presentation, if requested).
November 13 - 27, 2024 - Negotiate and finalize contract.
Awarded Contractor: R3 Consulting
QUESTIONS:
[Updated 10/3/2024]
1. What is the IWMA’s anticipated schedule for completion of the study? The RFP states “January 1, 2024”. If January 1, 2025 is the intended date, please note that the timeframe from contract award (December 9, 2024) to January 1, 2025 is, in our informed opinion, too short for completion of a study of this type. We posit that July 1, 2025 is a more realistic completion date. Would that tentative timeline work for the IWMA?
The preferred completion date for this project is indeed January 1, 2025, thank you for requesting clarification. The study will be a crucial component of budget development for Fiscal Year 2025-2026. While January 1, 2025 is ideal, any date prior to March 31, 2025 would be acceptable. To facilitate the quick turnaround, IWMA staff is preparing rate analysis documentation ahead of time and will respond quickly to any requests from the consultant. If the RFP closes and we find that Q1 of CY 2025 is not feasible to prospective bidders via their project timelines, the agency may reevaluate at that time.
2. Does the IWMA anticipate in-person meetings with the selected consultant, with IWMA staff, stakeholders, and the Board? Please provide anticipated number of in person meetings if applicable.
While the IWMA anticipates multiple meetings between the consultant, staff, and stakeholders, these do not need to be made in-person. The IWMA does anticipate an in-person Board presentation from the selected consultant at a regularly scheduled BOD meeting, likely on April 9, 2025.
3. What was the cost of the IWMA’s prior 2022 study, conducted by HF&H consultants?
The 2021/2022 rate study was part of a larger Management Analysis project conducted by HF&H for a total of $18,080, approximately $6,190 of which was used solely for preparation of a revised fee analysis.
4. What is the IWMA’s anticipated budget for the study?
The anticipated budget for this study is $40,000.
5. Would you be able to confirm if the following contains the current IWMA Fee Setting Policy FS-1? If not, would you be able to provide the most current version?
Yes, that is the most recent version.