HF&H Consultants, LLC

City of Palo Alto

Zero Waste Services Procurement

2007 - 2008

HF&H has been working with the City of Palo Alto since 2007 to assist them in the procurement of collection, transportation, processing, and zero waste services. Proposals have been recieved and the City is in the process of evaluating and selecting a service provider.

Client Needs

The City of Palo Alto has had the same solid waste collection company for approximately 50 years. The original, independently-owned company was purchased by Waste Management in the mid-1990s. The City is engaged in an extensive 18-month procurement process to identify RFP requirements, and to identify and select the next service provider. The City’s extensive process has involved numerous meetings and conference calls with staff, four meetings with the Evaluation Committee, four meetings with a Steering and Advisory Committee (consisting of department head and the city manager’s and city attorney’s offices), a number of meetings with the Council, the involvement of staff from a number of City departments in addition to public works, and coordination with the consulting firm conducting an EIR for the procurement and the attorney advising the City. An additional element of the procurement is that the City recently completed a Zero Waste Operational Plan that is intended to guide them in achieving their goal of being a zero waste city. This Zero Waste Operational Plan included, as part of its recommendations, using the procurement of the new service provider as a means to put in place many of the new programs needed to achieve the zero waste goal.

HF&H Solutions

HF&H was hired by the City of Palo Alto to assist in the solicitation process for a zero waste solid waste and recyclable material collection agreement. During this procurement process, HF&H managed the work of two subconsultants, HDR/BVA and Gary Liss & Associates, who both had assisted the City with the development of theCity's Zero Waste Operational Plan. This work was broken down in to five phases as follows.

Phase 1 – Project Planning and RFP Development. In this phase, we confirmed the City’s objectives, schedule, and level of council participation. We surveyed, researched, evaluated, and developed recommendations on: structuring services in Palo Alto, the ideal hauler compensation methodology, and the terms of the agreement(s) to be negotiated with the selected hauler(s). We identified additional service programs in keeping with the goals of the City’s Zero Waste Operational Plan (including expanded recycling and food scraps diversion service for all sectors, mandatory residential and commercial participation in recycling programs, universal commercial recycling service, maximized C&D diversion, and optional additional services to help the City reach zero waste. We developed draft evaluation criteria. Finally, we assisted City staff in presenting the Request for Proposals (RFP) package and Franchise Agreement to the Council.

Phase 2 – Develop Draft and Final Documents. During this phase, HF&H, with City staff, drafted and finalized the Request for Proposals and Franchise Agreement(s).

Phase 3 – Release of Documents and RFP Clarifications. As part of this phase, HF&H developed a list of potential proposers, participated in the pre-proposal meeting, and assisted City staff in responding to questions raised by potential proposers.

Phase 4 – Conduct Proposal Evaluation and Interviews; Review and Provide Input on the Report to Council. HF&H performed a detailed cost and technical analysis of the proposals; acted as staff to the Evaluation Team (which included a representative of San Jose); developed the interview questions and facilitated proposer interviews; presented the results to the City’s Steering and Advisory Committee (City manager and department heads); and assisted in presenting program rate impacts to the Council.

Phase 5 – Negotiate and Finalize Contract(s). HF&H is now assisting the City with: a “best and final offer” process; participation in a Council session to present the full proposals; participation and support during the negotiations process; and, will assist in incorporating negotiated terms into the final agreement.

More Information

If you would like to learn more about the work that HF&H is doing for Palo Alto, please do not hesitate to give us a call.