Download northeast ohio regional sewer district request for septic and grease

NORTHEAST OHIO REGIONAL SEWER DISTRICT
REQUEST FOR SEPTIC AND GREASE PROCESSING COST OF
SERVICE ANALYSIS
September 25, 2013
This Request for Proposal (RFP) invites you to submit a proposal for a comprehensive Cost of
Service Analysis for the processing of septic and grease waste for the Northeast Ohio Regional
Sewer District (NEORSD or the District). The deadline for proposals will be the close of
business (4:00 P.M.) on November 27, 2013. Proposals are to be delivered to:
Northeast Ohio Regional Sewer District
3900 Euclid Avenue
Cleveland, OH 44115-2506
Attention: Jennifer Demmerle, Director of Finance
Late submittals will not be considered.
Questions regarding this RFP may be directed to Mr. Kenneth Duplay, Manager of Finance and
Budget, during business hours by calling (216) 881-6600 extension 6745 or emailing
[email protected]. The RFP is organized as follows:
Contents
I.
II.
III.
IV.
V.
BACKGROUND .......................................................................................................................................... 1
SCOPE OF SERVICES................................................................................................................................ 1
LETTER OF PROPOSAL............................................................................................................................ 3
SCHEDULE/TERM ..................................................................................................................................... 4
EVALUATION and SELECTION PROCESS ............................................................................................ 5
I.
BACKGROUND
NEORSD is a political subdivision of the State of Ohio organized under Chapter 6119 of the
Ohio Revised Code. It was established by court order in 1972 and currently conveys and treats
waste water for Cleveland and all or part of 61 surrounding communities. Since its creation, the
District has planned, designed, constructed, operated, and maintained over $2 billion of
facilities to solve regional problems associated with sanitary and combined sewers. For more
information on the District visit www.neorsd.org.
Currently, the District accepts both separate and combined loads of septic and commercial
grease waste at the headworks of the Southerly Wastewater Treatment Plant. The process
begins with a truck hauling septic and/or grease being weighed in when it enters the plant. At
this time, a declaration form identifying the type and origin of the waste is submitted. Next, the
truck dumps its waste into a station at the headworks of the plant where it is then processed
along with other plant influent. A sample is collected when the hauler is discharging his/her
load. After the truck is emptied, it is re-weighed to obtain the amount of waste dumped. A
weight ticket is prepared and the finance department bills the hauler for the weight of the
deposited waste.
II.
SCOPE OF SERVICES
The District seeks proposals from qualified professionals or firms interested in providing a
comprehensive Cost of Service Analysis for the processing of septic and grease waste. The
District requests a detailed cost accounting analysis report of all fixed and variable costs
involved in the processing of septic and grease waste. The report will analyze all related costs
including those related to the weigh in/weigh out process, processing of the concentrated waste,
laboratory costs, other operational impacts such as costs associated with grease in the plant
processes, and administrative and billing costs. The report should also recommend, if
applicable, any changes to the current fee structure that would improve the equitability of cost
recovery from customers who utilize this District service.
The District will provide the consultant with applicable financial data related to the septic
treatment process including salary data, other operational costs, related capital costs, and other
identified related costs. The consultant will gather additional information via interviews with
District staff including but not limited to key stakeholders in the District’s Operations, Water
Quality and Industrial Surveillance, Finance, and Engineering departments.
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The District encourages suggestion of potential changes that would reduce cost or improve
efficiency. One example would be analyzing the costs and benefits of receiving grease and
septic loads separately and charging unique rates for the different waste types.
The comprehensive Cost of Service Analysis and report for the processing of septic and grease
waste should include at a minimum:

A calculated cost per gallon to process septic and grease waste.

Assignment of fixed and variable costs to each identified step in the processing and
billing of the septic and grease waste.

Identification of potential changes to the fee structure to improve equitability and cost
recovery.

Recommendations based on best practices and approaches taken by other like entities.

Market price analysis of septic and grease processing, comparing both the District’s
current rates and calculated actual costs to regional competitors that accept septic and/or
grease waste for processing.
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III.
LETTER OF PROPOSAL
In responding to this RFP, please submit four (4) original copies and one (1) electronic copy
(readable in .docx or .pdf format) of a Letter of Proposal addressing, at minimum, the
following items:

Include a brief history, experience, and description of the individual or firm submitting
the proposal.

Responses to the required scope of services including a detailed description of the
qualified professional’s or firm’s proposed approach to conducting the Cost of Service
Analysis.

A preliminary schedule showing the activities and anticipated milestone dates necessary
to complete the project.

Resumes of designated individual or the firm’s professional staff members who will be
engaged if the proposal is selected.

Hours and costs should be identified such that the proposal clearly defines where and
when work is to be performed.

Additions to the listed scope of services should be detailed and priced separately.

A minimum of three (3) references for providing Cost of Service Analysis to other large
governmental or sewage treatment organizations.

Statements confirming that no personal or organizational conflicts of interest are known
to exist.

Submitted Proposals must be signed by an individual who is authorized to bind the
qualified professional or firm to all commitments made in the Proposals.
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IV.
SCHEDULE/TERM
The District encourages the individual or firm to submit the most comprehensive and
competitive proposals as economically possible. The schedule of the proposal process is as
follows:
Date
Milestone
September 30, 2013
Distribution of Request for Proposals will be made available to
the individual or firm via the District’s web site
(http://www.neorsd.org/neorsd_bids.php).
November 27, 2013
Four (4) original copies and one (1) electronic copy in a sealed
envelope marked “SEPTIC AND GREASE PROCESSING
COST OF SERVICE ANALYSIS” are to be submitted by the
deadline of 4:00 PM. Late or faxed proposals will not be
accepted.
4:00 PM
George J. McMonagle Administration Building
3900 Euclid Ave
Cleveland, OH 44115
Week of December 2, 2013
The District will review and evaluate each proposal.
Week of December 9, 2013
The District will review and evaluate each proposal and the
individual or the firm deemed competitive may be requested to
provide an oral presentation. NEORSD may or may not
conduct formal interviews at the District’s discretion.
Week of December
2013
TBD
16, The selected vendor will be notified to begin contract
negations. All other individuals or firms will be notified when
a final contract is awarded.
Project activities will begin upon written notification of the
awarded contract. The individual or firm will be required to
coordinate all activates necessary to ensure a smooth
interaction with District staff.
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V.
EVALUATION and SELECTION PROCESS
It is the District’s desire to select a qualified professional or firm that will provide the best
overall value and quality rather than simply selecting the lowest cost proposal. NEORSD
reserves the right to reject any or all proposals, and select the best proposal in the opinion of the
District. Accordingly, the following factors will be evaluated and be considered in order to
select the most qualified individual or firm to providing a comprehensive cost analysis the
districts needs:

Overall responsiveness to this RFP demonstrating a willingness and capability to
perform a Cost of Service Analysis

Quality of written proposals

Quality of references

Quality of oral presentations (if applicable)

Fees required for services to be provided to NEORSD

Experience with similar sewage treatment or government organizations
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