HomeMy Public PortalAbout13) 10B_Food Recovery Program-Staff Report w attachmentsMANAGEMENT SERVICES DEPARTMENT
MEMORANDUM
Date: September 21, 2021
To: The Honorable City Council
From: Bryan Cook, City Manager
By: Ashley Avery, Management Analyst
Subject: MEMORANDUM OF AGREEMENT BETWEEN THE SAN GABRIEL
VALLEY COUNCIL OF GOVERNMENTS AND THE CITY OF TEMPLE
CITY FOR PARTICIPATION IN THE SAN GABRIEL VALLEY REGIONAL
FOOD RECOVERY PROGRAM
RECOMMENDATION:
The City Council is requested to authorize the City Manager to sign and execute the
Memorandum of Agreement (MOA) (Attachment "A") with the San Gabriel Valley
Council of Governments (SGVCOG) for participation in the San Gabriel Valley Regional
Food Recovery Program.
BACKGROUND:
1.In 2016, Senate Bill (SB) 1383 was passed by the California State legislature and
signed by the Governor Brown. It implemented statewide targets to reduce the
disposal of organic waste and increase the recovery of edible food for human
consumption. SB 1383 requires local jurisdictions to establish food recovery
programs and strengthen existing food recovery networks. Jurisdictions must meet
the requirements of SB 1383 by January 1, 2022.
2. During the Spring of 2021, the Solid Waste Committee organized by SGVCOG,
began meeting monthly to discuss a potential regional solution to the edible food
recovery component of SB 1383.
3. In August and September 2021, SGVCOG selected a consultant, SCS Engineers,
through an open bidding process (Attachment “B”). This consultant would assist
AGENDA
ITEM 10.B.
City Council
September 21, 2021
Page 2 of 3
participating cities with the development and implementation of a compliant edible
food recovery program.
ANALYSIS:
SGVCOG reviewed their proposed plan for the San Gabriel Valley Regional Food
Recovery Program with CalRecycle staff. Cities that participate in this program will be
considered in compliance with the edible food recovery component required by SB
1383. The program will be administered and managed by SGVCOG, including
managing the contract with SCS Engineers, reviewing deliverables for accuracy, and
coordinating meetings between the cities and SCS Engineers. Participating cities will be
expected to engage with SGVCOG and the SCS Engineers during the development and
implementation of the program.
The total cost to participate in this program will be an amount not to exceed $19,785 per
city, this amount includes both consultant and SGVCOG administrative fees. The
program will include project management, compliance and capacity assessments,
public outreach and education, and the development of the final report. These tasks are
expected to be completed by February 2022.
Inspection and enforcement of food recovery programs are included in the SB 1383
requirements. For participating cities that need assistance with this aspect of SB 1383
requirements, they may also decide to participate in the optional Inspection and
Enforcement Program. This additional program will also be conducted by SCS
Engineers and will also be administered by SGVCOG staff. Cities that participate in the
optional program must pay an additional fee.
This inspection program will be brought back to the City Council as amendment to the
MOU, the initial cost is $2,300 and then annual cost is currently being developed but it
is anticipated not exceed $40,000 per year.
Currently, the City collects $54,000 annually in AB 939 funds and has a fund balan ce of
$621,000. This program falls with the guidelines of eligible use of AB 939 funds; hence
the City has a non-general fund revenue source to pay for this program now and into
the future.
With the SB 1383 deadline looming on January 1, 2022, participating in this regional
program will help Temple City satisfy the State requirement on the recycling of edible
foods, a program that if the City were to take on its own, would be very difficult and
more costly. The City’s participation in this program and subsequent inspection
City Council
September 21, 2021
Page 3 of 3
program alleviates the City from one of the mandates of SB 1383 that is outside of the
scope of the City’s waste hauling franchise agreement. Staff recommends participation
in the program.
CITY STRATEGIC GOALS:
Participation in the San Gabriel Regional Food Recovery Program is consistent with the
City Strategic Goals of Good Governance, Public Health and Safety, Sustainable
Infrastructure, and Economic Development.
FISCAL IMPACT:
The cost of participation in the Regional Food Recovery Program, will be a one-time
payment not to exceed $19,785. For the City’s participation in the inspection and
enforcement program, there will be an additional on-going cost for this service, which is
still to be developed but should not exceed $40,000 per year. The final cost will be
provided by SGVCOG in an amended MOA later this month. The City may use collected
AB 939 funds for this program. The City currently receives $54,000 annually in AB
939, and currently has an unallocated fund balance of $621,000 in AB 939.
ATTACHMENTS:
A.Memorandum of Agreement Between the San Gabriel Valley Council of
Governments and the City of Temple City For Participation in the San Gabriel Valley
Regional Food Recovery Program
B.San Gabriel Valley Council of Governments Request for Proposals No. 21-13 and
Notice of Intent to Award for RFP No. 21-13
1596561.1
MEMORANDUM OF MOA
BETWEEN THE SAN GABRIEL VALLEY COUNCIL OF
GOVERNMENTS AND THE CITY OF TEMPLE CITY FOR
PARTICIPATION IN THE SAN GABRIEL VALLEY REGIONAL FOOD
RECOVERY PROGRAM
This Memorandum of Agreement (“MOA”) is dated for identification purposes as of
XXX, 2021 by and between the City of Temple City, a municipal corporation (“City”), and the
San Gabriel Valley Council of Governments, a California joint powers authority (“SGVCOG”).
City and SGVCOG may be referred to herein collectively as the “Parties” or individually as a
“Party.”
RECITALS:
A.The passage of SB 1383 (Lara, 2016) implemented statewide targets to reduce statewide
disposal of organic waste and increase recovery of currently disposed edible food for
human consumption. Specifically, SB 1383 aims to recover at least 20% of currently
disposed edible food for human consumption by 2025. The California Department of
Resources Recycling and Recovery (CalRecycle) has developed regulations entitled
“Short-lived Climate Pollutants: Organic Waste Reductions” (hereafter “SLCP
Regulations”), which regulations are codified at Chapter 12 of Division 7 of Title 14 of
the California Code of Regulations, sections 18981.1 et seq.1
B.To recover 20% of edible food that would otherwise be sent to landfills by 2025, SB
1383 requires local jurisdictions to establish food recovery programs and strengthen their
existing food recovery networks.
C.The SGVCOG was established to have a unified voice to maximize resources and
advocate for regional and member interests to improve the quality of life in the San
Gabriel Valley by the member cities and other local governmental agencies and has
established and is administering a Regional Food Recovery Program (the “Program”).
D.City seeks to participate in the Program and join a regional approach toward compliance
with SB 1383’s food recovery components. Specifically, the Program will support City
in complying with the food recovery components of Sections 18985.2, 18985.3, 18991.1,
18991.2, 18992.2, 18994.1, 18994.2, and 18995.2 (add 18995.1, 18995.3, and 18995.4 if
City participates in Tasks 5 and 6 – inspection and enforcement program).
E.City will remain responsible for maintaining an Implementation Record pursuant to
Section 18995.2, to include all necessary information from the Program in the City’s
Implementation Record and to report the necessary information to CalRecycle based on
the reporting timelines and reporting request procedures set forth in Sections 18994.1,
18994.2, and 18995.2.
1 All Section references herein are to Title 14 of the California Code of Regulations unless otherwise stated.
ATTACHMENT A
1596561.1
F.Pursuant to Section 18985.2, the City will remain responsible for updating and
maintaining a list of food recovery organizations and food recovery services on an annual
basis. Such list must be annually updated to include each food recovery organization and
each food recovery service’s name, physical address, contact information, collection
service area, and the types of food they accept. Such information must be posted on the
City’s website and shared with the City’s commercial edible food generators on an annual
basis. It is also the City’s responsibility to share information about the City’s edible food
recovery programs, information about the commercial edible food generator
requirements, information about food recovery organizations and food recovery services
operating within its jurisdictions, where a list of those food recovery organizations and
food recovery services can be found, and information about actions that commercial
edible food generators can take to prevent the creation of food waste on an annual basis.
G.City acknowledges the need to adopt a SB 1383 ordinance prior to January 1, 2022 to
ensure effective implementation of the Program.
H.City and SGVCOG desire to set forth the terms of their ongoing collaboration with respect
to this effort in this MOA and further agree as follows:
I.RECITALS
The above Recitals are made a substantive part of this MOA.
II.TERM:
The term of this MOA shall commence on XXX, 2021 and shall continue through the
completion of all work completed under this MOA. The term of this MOA may be extended by
mutual written MOA of the Parties.
III.RESPONSIBILITIES OF THE PARTIES:
A.SGVCOG Responsibilities:
1.Undertake procurement and management of consultant(s) to complete the
Program set forth in the Program’s Scope of Work (Attachment A), including
the execution of a contract with the consultant for the development of the
Program.
2.Manage all invoicing and payments to be made to consultant.
3.Review draft deliverables prepared by the consultant for accuracy.
4.Coordinate with the consultant to ensure consultant’s participation in calls
and meetings.
5.Manage ongoing coordination of calls with the Parties and the consultant
throughout the development of the Program.
6.Review and provide comments on draft communications and documents
related to the Program.
7.Submit one invoice to the City within thirty (30) days of this MOA’s
execution, in the amount of $19,785.00 (includes both consultant fee and
1596561.1
administrative fee) which amount represents City’s total cost for participation
in the Program.
B.City Responsibilities:
1.Designate a point-of-contact with name, title, and contact information who
will serve as the City’s technical representative throughout the development
of the Program. If the point-of-contact is reassigned or no longer with the City,
a new point-of-contact will be designated within fourteen (14) calendar days.
2.Actively engage in the development of the Program including, but not limited
to, promptly responding to all correspondence (phone calls and e-mail
communications), responding to data requests, and attending any necessary
meetings.
3.Review and provide comments to consultant on deliverables as necessary.
4.Participate in check-in calls and/or meetings with the consultant and with all
Parties, as necessary.
5.Approve within five (5) business days any deliverables that can be approved
by staff or ten (10) business days any items that need to be approved by city
attorney or city manager.
6.Pay the invoice referenced in III.A.7 above within thirty (30) days.
IV. PROJECT MANAGEMENT:
A.Project Managers.
1.For the purposes of this MOA, SGVCOG designates the following individual
as its Project Manager: Alexander Fung, Senior Management Analyst, whose
contact information is set forth below.
2.For the purposes of this MOA, the City designates the following individual as
its representative: Ashley Avery, Management Analyst whose contact
information is set forth below.
Either Party may change the designations set forth herein upon written notice to
the other Party.
V.DEFAULT; REMEDIES:
A.Default. A “Default” under this MOA is defined as any one or more of the
following: (i) failure of either Party to comply with the terms and conditions
contained in this MOA; and/or (ii) failure of either Party to perform its
obligations set forth herein satisfactorily or make sufficient progress towards
completion of the Regional Food Recovery Program.
B.Remedies. In the event of a Default by either Party, the non-defaulting Party
will provide a written notice of such Default and thirty (30) days to cure the
Default. In the event that the defaulting Party fails to cure the Default, or commit
to cure the Default and commence the same within such 30-day period and to the
1596561.1
satisfaction of the non-defaulting Party, the non-defaulting Party may terminate
this MOA. Such termination shall be effective immediately upon the provision
of written notice by the non-defaulting Party to the defaulting Party. The
remedies described herein are non-exclusive. In the event of a Default by either
Party, the non-defaulting Party shall have the right to seek any and all remedies
available at law or in equity.
VI. INDEMNIFICATION:
A.City agrees to defend, indemnify, and hold free and harmless the SGVCOG, its
elected and appointed boards, officials, officers, agents, employees, members, and
volunteers, at City’s sole expense, from and against any and all claims, actions,
suits, or other legal proceedings brought against the SGVCOG, its elected and
appointed boards, officials, officers, agents, employee members, and volunteers
arising out of or relating to the acts or omissions of City in connection with this
MOA.
B.SGVCOG agrees to defend, indemnify, and hold free and harmless the City, its
elected officials, officers, agents, employees, and volunteers, at SGVCOG’s sole
expense, from and against any and all claims, actions, suits, or other legal
proceedings brought against the City, its elected officials, officers, agents,
employees, and volunteers arising out of or relating to the acts or omissions of
SGVCOG in connection with this MOA.
C.To the extent allowed by State law, SGVCOG shall require that the consultant(s)
defend and indemnify the City and its elected officials, officers, agents,
employees, and volunteers from and against any and all claims, actions, suits, or
other legal proceedings (collectively, “Claims”) brought against the City arising
out of or relating to the acts or omissions of the consultant(s) in connection with
the Scope of Work, in the agreement between the consultant and SGVCOG;
provided that SGVCOG shall not be liable to the City and its elected officials,
officers, agents, employees, and volunteers by way of agency or any other theory
of liability for any such Claims.
VII. INSURANCE:
City and SGVCOG shall maintain and keep in full force and effect during the term
of this MOA insurance or a program of self-insurance against claims for injuries
to persons or damages to property which may arise in connection with City’s or
SGVCOG’s performance of its obligations hereunder.
VIII. OTHER TERMS AND CONDITIONS:
A.Notices. All notices required or permitted to be given under this MOA shall be in
writing and shall be personally delivered, or sent by electronic mail or certified mail,
postage prepaid and return receipt requested, addressed as follows:
1596561.1
To SGVCOG: Alexander Fung
Senior Management Analyst
1000 S. Fremont Avenue, Unit 42
Building A-10N, Suite 10-210
Alhambra, CA 91803
(626) 457-1800
afung@sgvcog.org
with a copy to: Marisa Creter
Executive Director
1000 S. Fremont Avenue, Unit 42
Building A-10N, Suite 10-210
Alhambra, CA 91803
(626) 457-1800
mcreter@sgvcog.org
To City: Ashley Avery
Management Analyst
9701 Las Tunas Drive
(626) 285-2171
aavery@templecity.us
with a copy to: Bryan Cook
City Manager
9701 Las Tunas Drive
(626) 285-2171
bcook@templecity.us
B.No Partnership. This MOA is not intended to be, and shall not be construed as, an
agreement to form a partnership, agency relationship, or a joint venture between the
Parties. Except as otherwise specifically provided in the MOA, neither Party shall be
authorized to act as an agent of or otherwise to represent the other Party.
C.Entire MOA. This MOA constitutes the entire understanding between the Parties
with respect to the subject matter herein and supersedes any and all other prior
writings and oral negotiations. This MOA may be modified only in writing and
signed by the Parties in interest at the time of such modification.
D.Governing Law. This MOA shall be governed by and construed under California law
and any applicable federal law without giving effect to that body of laws pertaining
to conflict of laws. In the event of any legal action to enforce or interpret this MOA,
the Parties hereto agree that the sole and exclusive venue shall be a court of
competent jurisdiction located in Los Angeles County, California.
E.Excusable Delays. Neither Party shall be considered in default in the performance of
its obligations hereunder to the extent that the performance of any such obligation is
prevented or delayed by unforeseen causes including acts of God, floods,
1596561.1
earthquakes, fires, acts of a public enemy, pandemic, epidemic, and government acts
beyond the control and without fault or negligence of the affected Party. Each Party
hereto shall give notice promptly to the other of the nature and extent of any such
circumstances claimed to delay, hinder, or prevent performance of any obligations
under this MOA.
F.Waiver. Waiver by any Party to this MOA of any term, condition, or covenant of this
MOA shall not constitute a waiver of any other term, condition, or covenant. No
waiver of any provision of this MOA shall be effective unless in writing and signed
by a duly authorized representative of the Party against whom enforcement of a
waiver is sought.
G.Headings. The section headings contained in this MOA are for convenience and
identification only and shall not be deemed to limit or define the contents to which
they relate.
H.Assignment. Neither Party may assign its interest in this MOA, or any part thereof,
without the prior written consent of the other Party. Any assignment without consent
shall be void and unenforceable.
I.Severability. If any provision of this MOA is held by a court of competent
jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall
nevertheless continue in full force without being impaired or invalidated in any way.
J.Authority to Execute. The person executing this MOA on behalf of a Party warrant
that they are duly authorized to execute this MOA on behalf of said Party, and that
by doing so said Party is formally bound to the provisions of this MOA.
K.Counterparts. This MOA may be executed in multiple counterparts, each of which
shall be deemed an original, but all of which taken together shall constitute one and
the same instrument.
L.Electronic Signatures. This MOA may be executed with electronic signatures in
accordance with Government Code Section 16.5. Such electronic signatures will be
treated in all respects as having the same effect as an original signature.
1596561.1
IN WITNESS WHEREOF, the Parties hereto have caused this MOA to be executed
and to be effective on the date it has been fully executed by the Parties as set forth below.
FOR THE CITY OF TEMPLE CITY:
By:___________________________
Bryan Cook
City Manager
Date:__________________________
ATTEST:
______________________________
Peggy Kuo
City Clerk
APPROVED AS TO FORM:
_______________________________
City Attorney
FOR THE SAN GABRIEL VALLEY
COUNCIL OF GOVERNMENTS:
By: ____________________________
Marisa Creter
Executive Director
Date:___________________________
APPROVED AS TO FORM:
________________________________
David DeBerry
General Counsel
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
REQUEST FOR PROPOSALS
SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS
REQUEST FOR PROPOSALS NO. 21-13
FOR
THE SAN GABRIEL VALLEY REGIONAL FOOD RECOVERY PROGRAM
RFP Schedule (all times are in PDT)
July 20, 2021 Request for Proposals (RFP) Issued
August 4, 2021 at 11:00am Non-Mandatory Pre-Proposal Virtual Conference
August 6, 2021 at 5:00pm Written Questions Due
August 19, 2021 at 3:00pm Proposals Due
August 30, 2021 Virtual Oral Interviews (shortlisted proposers only)
September 6, 2021, Tentative Notice of Intent to Award Issued
September 16, 2021,
Tentative
Contract Approved
September 30, 2021,
Tentative
Notice to Proceed
SECTION I: INSTRUCTIONS TO PROPOSERS
Non-Mandatory Pre-Proposal Virtual Conference
The SGVCOG will hold a Pre-Proposal Teleconference at the date and time listed above. Any
prospective Proposer should plan to attend the Pre-Proposal Teleconference as the
Teleconference will provide an overview of the RFP, services to be provided, and discuss
expected outcomes. Attendance does not guarantee award of any contract.
Questions regarding the RFP will be accepted by the SGVCOG during the Teleconference and
the written question time frame. Responses will be posted to PlanetBids.
Proposers will need to contact Carlos Garcia, Contracts Manager, via email at
cgarcia@sgvcog.org to register and receive the link to attend. The deadline to register is one hour
prior to the conference. Emails received after this deadline may not receive the link to the
Teleconference.
Background and Project Description
The San Gabriel Valley Council of Governments (SGVCOG) is seeking proposals to provide
support to San Gabriel Valley cities and assist with their ongoing efforts in preparing for Senate
Bill 1383’s (Lara, 2016) food recovery components.
SB 1383 serves as a statewide effort to reduce emissions of short-lived climate pollutants and sets
the following targets:
ATTACHMENT B
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
1. Reduce statewide disposal of organic waste by 50% by January 1, 2020 and by 75% by
January 1, 2025 (based on 2014 levels).
2. Recover at least 20% of currently disposed edible food for human consumption by 2025.
The California Department of Resources Recycling and Recovery (CalRecycle) is responsible for
creating regulatory standards for SB 1383. The finalized guidelines, which can be found on
https://www.calrecycle.ca.gov/organics/slcp/, were previously approved by the Office of
Administrative Law. Based on approved guidelines, regulations to meet statewide organics
reduction and food recovery requirements will begin to take effect on January 1, 2022.
Additionally, regulations may require local jurisdictions to impose penalties for noncompliance on
regulated entities starting January 1, 2024.
Stated within Section 18991.1 of the SB 1383 adopted guidelines, cities must implement an edible
food recovery program that educates commercial edible food generators, increases commercial
edible food generator access to food recovery organizations and food recovery services, monitors
commercial edible food generator compliance, and increases edible food recovery capacity if the
analysis required by Section 18992.2 of the adopted guidelines indicates that the cities do not have
sufficient capacity to meet their edible food recovery needs.
As a result, cities are mandated and directed to complete the following activities:
Section 18985.2 of the Adopted SB 1383 Guidelines: Cities must develop a list of food
recovery organizations and food recovery services operating within their jurisdictions and
maintain the list on their websites on or before February 1, 2022. The list must be updated
annually and includes each food recovery organization and each food recovery service’s
name, physical address, contact information, collection service area, and the types of food
that they accept. Additionally, cities must provide commercial edible food generators, at
least on an annual basis, with information about the cities’ edible food recovery programs
established pursuant to Section 18991.1 of the adopted guidelines, information about the
commercial edible food generator requirements specified in Article 10 of the adopted
guidelines, information about food recovery organizations and food recovery services
operating within their jurisdictions, where a list of those food recovery organizations and
food recovery services can be found, and information about actions that commercial edible
food generators can take to prevent the creation of food waste.
Section 18985.3 of the Adopted SB 1383 Guidelines: Cities must include all relevant
documents supporting its outreach and education compliance with Article 4 of the adopted
guidelines in the Implementation Record required by Section 18995.2 of the adopted
guidelines, including but not limited to:
o Copies of the information provided to comply with Article 4 of the adopted
guidelines, including flyers, brochures, newsletters, invoice messaging, and
website and social media postings.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
o The date, and to whom the information was disseminated or direct contact made. If
a jurisdiction provides mass distribution through mailings, or bill inserts, it shall
provide the date, a copy of the information, and the type and number of accounts
receiving the information.
o If the requirements of Article 4 of the adopted guidelines were met solely through
the use of electronic media, the record shall include a copy, with dates posted, of
social media posts, emails, or other electronic messages.
o If a jurisdiction relies on a designee, as allowed in Section 18981.2 of the adopted
guidelines, it shall include a copy of the materials distributed by the designee.
Section 18990.2 of the Adopted SB 1383 Guidelines: Cities cannot implement or enforce
an ordinance, policy, or procedure that prohibits the ability of a generator, food recovery
organization, or food recovery service to recover edible food that could be recovered for
human consumption.
Section 18991.2 of the Adopted SB 1383 Guidelines: Cities must include all documents
supporting its compliance with Section 18991.1 of the adopted guidelines in the
Implementation Record as required by Section 18995.2 of the adopted guidelines,
including at a minimum:
o A list of commercial edible food generators in their jurisdictions that have a contract
or written agreement with food recovery organizations or services pursuant to
Section 18991.3(b) of the adopted guidelines.
o A list of food recovery organizations and food recovery services in their
jurisdictions and their edible food recovery capacity.
o Documentation of the actions that the jurisdictions have taken to increase edible
food recovery capacity.
Section 18992.2 of the Adopted SB 1383 Guidelines: If a county identifies that new or
expanded capacity is needed to recover the required amount of edible food, cities must
submit an implementation schedule to CalRecycle that demonstrates how they will ensure
that there is enough new or expanded capacity to recover the required amount of edible
food within their jurisdictions by the end of the reporting period set forth in Section
18992.3 of the adopted guidelines. The implementation schedule must include timelines
and milestones for planning efforts to access additional new or expanded capacity,
including but not limited to obtaining funding for edible food recovery infrastructure,
modifying franchise agreements, demonstrating other means of financially supporting the
expansion of food recovery capacity, or identifyi ng facilities, operations, and activities
inside the county that can be used for additional capacity. Cities that are contacted by the
county regarding the lack of edible food recovery capacity must respond to the county’s
request for information necessary to comply with the requirements within 120 days.
Section 18994.1 of the Adopted SB 1383 Guidelines: Cities must report to CalRecycle
on their implementation and compliance with the requirements of the adopted guidelines.
By April 1, 2022, cities must submit a copy of ordinances or other enforceable mechanisms
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
adopted pursuant to the adopted guidelines, reporting items identified in Section
18994.2(b) of the adopted guidelines, and the name, mailing address, phone number, and
email address of the designated points-of-contact at the cities responsible for receiving
communications regarding SB 1383 compliance. Cities must also provide the name and
address of the agent designated by the jurisdictions for the receipt of service of process
from CalRecycle for the purposes of enforcement of the SB 1383 regulations if agent is
different from the designated points-of-contact.
Section 18994.2 of the Adopted SB 1383 Guidelines: Cities must report the information
required to CalRecycle according to the following schedule:
o On or before October 1, 2022, cities must report for the period of January 1, 2022
through June 30, 2022.
o On or before August 1, 2023, and on or before August 1 of each year thereafter,
cities must report for the period covering the entire previous calendar year.
Cities must report the following regarding its implementation of the edible food recovery
requirements of Article 10 of the adopted guidelines:
o The number of commercial edible food generators located within their jurisdictions.
o The number of food recovery services and organizations located and operating
within their jurisdictions that contract with or have written agreements with
commercial edible food generators for food recovery.
Cities must require food recovery organizations and services that are located
within their jurisdictions and contract with or have written agreements with
commercial edible food generators pursuant to Section 18991.3(b) of the
adopted guidelines to report the amount of edible food in pounds recovered
by the service or organization in the previous calendar year to the
jurisdictions.
o Cities must report on the total pounds of edible food recovered by food recovery
organizations and services pursuant to Subdivision (h)(2)(A) of Section 18994.2 of
the adopted guidelines.
Cities, in collaboration with counties, must report on the food recovery capacity regarding
the tons estimated to be generated for landfill disposal, the amount of capacity verifiably
available to the county and cities within the county, the amount of new capacity needed,
and locations identified for new or expanded facilities.
Cities must also report the following regarding their implementation of the compliance,
monitoring, and enforcement requirements specified in Articles 14-16 of the adopted
guidelines:
o The number of inspections conducted by type for commercial edible food
generators and food recovery organizations.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
o The number of complaints pursuant to Section 18995.3 of the adopted guidelines
that were received and investigated, and the number of Notices of Violation issued
based on investigation of those complaints.
o The number of Notices of Violations issued, categorized by the type of entity
subject to the adopted guidelines.
o The number of penalty orders issued, categorized by the type of entity subject to
the adopted guidelines.
o The number of enforcement actions that were resolved, categorized by the type of
regulated entity.
Section 18995.1 of the Adopted SB 1383 Guidelines: Beginning January 1, 2022, cities
must conduct inspections of Tier 1 commercial edible food generators and food recovery
organizations and services for compliance with the adopted guidelines. Inspections of Tier
2 commercial edible food generators for compliance with the adopted guidelines must
begin on January 1, 2024.
o Beginning January 1, 2022, cities must investigate complaints as required under
Section 18995.3 of the adopted guidelines.
o Beginning January 1, 2022, and until December 31, 2023, cities must provide
educational materials describing the applicable requirements of the adopted
guidelines in response to violations.
o Beginning January 1, 2024, cities must enforce the adopted guidelines pursuant to
Sections 18995.4 and 18997.2 of the adopted guidelines in response to violations.
Details of SB 1383 enforcement procedures can be found in Section 18995.4 of the
adopted guidelines.
o Cities must conduct a sufficient number of inspections of entities to adequately
determine overall compliance with the adopted guidelines. Cities may prioritize
inspections of entities that they determine are more likely to be out of compliance.
Cities must generate a written or electronic record for each inspection and compliance
review conducted pursuant to the adopted guidelines. Each record must include the subject
or subjects of the inspection, including the name or account name of each person or entity,
the date of the inspection or compliance review, the person(s) who conducted the action,
findings regarding SB 1383 compliance, including any Notices of Violation or educational
materials issued, and other evidence supporting the findings such as photographs and
records. Documentation of all inspections and compliance reviews, as well as all other
records of enforcement, must be maintained in the Implementation Record required by
Section 18995.2 of the adopted guidelines.
Section 18995.2 of the Adopted SB 1383 Guidelines: Cities must maintain all records
required by the adopted guidelines, including both organic waste and food recovery
components, in the Implementation Record. Each city must store the Implementation
Record in one central location, physical or electronic, that can be readily accessed by
CalRecycle. Upon request by CalRecycle, the cities must provide access to the
Implementation Record within 10 business days. All records and information must be
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
included in the Implementation Record within 60 days of the creation of the record or
information. All records must be retained by the cities for 5 years.
Section 18995.3 of the Adopted SB 1383 Guidelines: Cities must provide a procedure for
the receipt and investigation of written complaints of alleged violations of the SB 1383
regulations. Cities must allow for the submission of anonymous complaints. The procedure
must provide that complaints be in writing and include the name and contact information
of the complainant (if not anonymous), the identity of the alleged violator (if known), a
description of the alleged violation including location(s) and all other relevant facts known
to the complainant, any relevant photographic or documentary evidence supporting the
allegations, and the identity of witnesses (if known). A jurisdiction must commence an
investigation within 90 days of receiving a complaint if a jurisdiction determines that the
allegations, if true, would constitute a violation of SB 1383 regulations. The jurisdiction
must provide a procedure to notify a complainant of the results of their complaint if the
identity and contact information of the complainant are known.
The selected consultant shall implement activities that support participating cities to comply with
the aforementioned mandates. The Proposer is strongly recommended to review the SB 1383
guidelines prior to submitting proposal documents. A standard Scope of Work can be found in this
RFP.
The project is jointly funded by the Cities of Alhambra, Azusa, Covina, Duarte, El Monte,
Glendora, Irwindale, La Cañada Flintridge, Monrovia, Monterey Park, San Marino, South
Pasadena, Temple City, and Walnut. Additional cities in the SGVCOG’s jurisdiction may elect to
participate in the project prior to the issuance of the Notice to Proceed. The Proposer should expect
up to 5 additional cities to join this regional endeavor between the proposal submission date and
the award of the contract.
This RFP and the Proposer’s proposal will become part of the Agreement when said Agreement is
fully executed by the Proposer and the SGVCOG. A standard scope of work is included in this
RFP. A detailed scope and deliverables will be developed during negotiations with the selected
Consultant.
Schedule of Work
Based on mandates set forth by the adopted guidelines, the SGVCOG is seeking a completed
project (Tasks 1-4 indicated in the scope of work without the optional add-ons in the Scope of
Work) by January 17, 2022. The addition of Tasks 5 and 6 may extend the Schedule of Work
until August 1, 2024. These additional tasks are envisioned to be annual contracts with annual
options to extend through August 1, 2024.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
Scope of Work*
Task 1 Project Management
Task 1.1 Kickoff Meeting
The Consultant shall conduct a kickoff meeting with the SGVCOG and CalRecycle
staff. The primary objectives will be to review scope, schedule, project goals, and
key issues. The SGVCOG will be responsible for inviting CalRecycle staff to
participate in the Kickoff Meeting.
Deliverables: Meeting notes and materials for kickoff meeting.
Task 1.2 Project Team Coordination
Biweekly project team meetings, regular phone and e-mail correspondence, and
other communications with the SGVCOG to ensure that the tasks listed in this SOW
stay on schedule and within budget.
Deliverables: Meeting notifications, agendas, and notes.
Task 1.3 Project Management Update Meetings
The Consultant shall facilitate approximately 6-8 meetings with the SGVCOG and
representatives of participating cities to solicit feedback on draft deliverables.
Deliverables: Meeting notifications, agendas, notes, and other relevant drafts and
documents.
Task 2 Capacity and Compliance Assessments
Task 2.1 Food Recovery Agencies and Organizations Capacity Assessment
The Consultant shall assess potential edible food recovery agencies and
organizations in and around the participating cities’ city limits, identify and
evaluate the processing capacity of such agencies and organizations, identify and
evaluate whether these agencies and organizations have existing contracts and
written agreements with participating cities’ commercial edible food waste
generators, and provide a detailed report. Additionally, the Consultant shall
calculate if additional capacity is needed for participating cities to recover the
required amount of edible food, identify the infrastructure needed to operate an
edible food recovery program in the San Gabriel Valley, and identify opportunities
for participating cities to fund such infrastructure.
Deliverables: A detailed report containing a list of edible food recovery agencies
and organizations in and around the participating cities’ city limits to provide for
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
participating cities’ edible food waste generators that comply with SB 1383, and
an assessment of the requirements associated with the collected edible food or
expand collection of edible food. Additionally, the report should include
information on the processing capacity of the food recovery agencies and
organizations in and around the participating cities’ city limits and whether these
agencies and organizations have existing contracts and written agreements with
the participating cities’ commercial edible food waste generators. The report
must also include details on whether additional capacity is needed for
participating cities to recover the required amount of edible food, the
infrastructure needed to operate an edible food recovery program in the San
Gabriel Valley and opportunities for participating cities to fund such
infrastructure. The report shall be compiled in the form of one regional
document, with the information on each participating city formatted by sections.
Task 2.2 Tier 1 and Tier 2 Edible Food Waste Generators Compliance Assessment
The Consultant shall identify participating cities’ Tier 1 and Tier 2 edible food
waste generators and assess the generators for their existing food recovery capacity
and their current compliance statuses, including whether or not the generators have
existing contracts or written agreements with food recovery services or
organizations, with SB 1383’s edible food recovery regulations.
Deliverables: A detailed report providing details on participating cities’ Tier 1
and Tier 2 edible food waste generators, their statuses on their participation in
edible food donation programs, and their SB 1383 food recovery compliance
statuses of such edible food donation programs. The report shall be compiled in
the form of one regional document, with the information on each par ticipating
city formatted by sections.
Task 3 Public Outreach
Task 3.1 Develop Outreach and Education Plan
The Consultant shall develop and propose an outreach and education plan and
timeline for participating cities’ Tier 1 and Tier 2 edible food waste generators and
stakeholder groups and specify plans to incorporate communication, marketing,
and outreach/education efforts. Please note that all outreach efforts must be
conducted, by law, before February 1, 2022. The plan shall include email
notifications to participating cities’ Tier 1 and Tier 2 edible food waste generators,
social media and website postings, and five (5) regional educational workshops
(with recording available). The Consultant shall also create materials for the
outreach and education plan based on resources provided by CalRecycle and the
Los Angeles County Department of Public Works, including flyers, brochures,
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
presentations, and website and social media templates. All materials must be
provided in traditional Chinese, English, and Spanish.
Deliverables: Multilingual outreach and education materials and a detailed plan
on comprehensive outreach and education efforts for participating cities’ Tier 1
and Tier 2 edible food waste generators and stakeholder groups.
Task 3.2 Implement Outreach and Education Plan
Upon approval by the SGVCOG, the Consultant shall implement the proposed
outreach and education plan. The Consultant shall provide records of all outreach
and education efforts, along with copies of the utilized marketing materials, that
were conducted. The records shall include the date and to whom the information
was disseminated or direct contact made.
Deliverables: Weekly reports and updates on conducted outreach and education
efforts, including emails, presentations, individuals/entities outreached,
outcomes/relevant documents, and copies of the utilized marketing materials.
Task 4 Final Report
Task 4.1 Final Report Deliverable
The Consultant shall compile a Final Report that includes details on the outreach
efforts that were conducted, the assessments that were performed under Task 2, the
food recovery needs and operations of participating cities’ Tier 1 and Tier 2 waste
generators, the food recovery needs and operations of food recovery agencies an d
organizations in and around the San Gabriel Valley, and recommendations on the
necessary steps that participating cities should consider to ensure SB 1383
compliance.
Deliverables: Final report detailing the outreach efforts that were conducted, the
assessments that were performed under Task 2, the food recovery needs and
operations of participating cities’ Tier 1 and Tier 2 waste generators, the food
recovery needs and operations of food recovery agencies and organizations in
and around the San Gabriel Valley, and recommendations on the necessary steps
that participating cities should consider to ensure SB 1383 compliance.
Task 5 Inspection Program Development (Optional Add-On)**
Task 5.1 Develop Inspection Schedule and Plan
Based on the information identified in Task 2, the Consultant shall develop a
schedule and plan to implement a program, including a mechanism that allows for
the submission of anonymous complaints and determining the validity of those
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
complaints based on Section 18995.3 of the adopted guidelines, to conduct
inspections of participating cities’ Tier 1 commercial edible food generators and
food recovery organizations and services for compliance with the adopted SB 1383
guidelines. Please note that cities must conduct inspections of Tier 1 commercial
edible food generators and food recovery organizations and services for compliance
beginning January 1, 2022. Inspections of Tier 2 commercial edible food generators
for compliance with the adopted guidelines must begin on January 1, 2024. By law,
the Consultant does not have authority to issue citations; however, the Consultant
shall develop an effective method to quickly and effectively inform participating
cities to issue educational materials and/or citations in the event that noncompliance
is identified during inspections. Between January 1, 2022 and December 31, 2023,
cities must provide educational materials describing the applicable requirements of
the adopted guidelines in response to violations. Starting on January 1, 2024, cities
must enforce the adopted guidelines pursuant to Sections 18995.4 and 18997.2 of
the adopted guidelines in response to violations.
Deliverable: A report detailing the proposed schedule and plan to implement an
inspection program in participating cities, including details of an effective
method to quickly and effectively inform participating cities to issue educational
materials and/or citations in the event that noncompliance is identified during
inspections. The report must be presented to the SGVCOG and participating cities
for review before November 29, 2021.
Task 6 Inspection Program Implementation (Optional Add-On)**
Task 6.1 Implement Inspection Schedule and Plan
Upon the approval by the SGVCOG and participating cities, the Consultant shall
begin implementing the inspections beginning January 1, 2022. The Consultant
shall document the number of inspections conducted by type for commercial edible
food generators and food recovery organizations, the number of complaints
pursuant to Section 18995.3 of the adopted guidelines that were received and
investigated, and the number of Notices of Violations issued (in partnership with
participating cities) based on investigation of those complaints. Additionally, the
Consultant shall, in partnership with participating cities, document the number of
Notices of Violation, penalty orders, and enforcement actions that were resolved,
categorized by type of entity subject to the adopted guidelines.
Deliverable: Documentation of the number of inspections conducted by type for
commercial edible food generators and food recovery organizations, the number
of complaints pursuant to Section 18995.3 of the adopted guidelines that were
received and investigated, and the number of Notices of Violations issued (in
partnership with participating cities) based on investigation of those complaints.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
Additionally, the Consultant shall, in partnership with participating cities,
provide documentation of the number of Notices of Violation, penalty orders, and
enforcement actions that were resolved, categorized by type of entity subject to
the adopted guidelines. Such documents shall be provided on a monthly basis.
*The Scope of Work may be amended after the issuance of the Notice to Proceed to include
additional assistance to participating jurisdiction(s) with specific needs, such as identifying food
deserts, additional marketing and outreach support, and kitchen/busboy training.
**Tasks 5 and 6 may be added to the Scope of Work depending on the interest of each
participating city. Please do provide an estimate cost for Tasks 5 and 6 and list out the
assumptions that were utilized in developing the pricing. Also, please provide the potential
assumptions that could impact the pricing based on the information gathered when completing
Tasks 1-4 of the Scope of Work.
Examination of Proposal Documents
By submitting a proposal, Proposer represents that it has thoroughly examined and become
familiar with the work required under this RFP and that it is capable of performing quality work
to achieve SGVCOG’s objectives. Proposer is prepared to comply with all statutes and regulations
applicable to the work to be performed.
Addenda
The SGVCOG reserves the right to revise the RFP documents. Any changes to the requirements
of this RFP will be made by written addendum. Any written addenda issued pertaining to this RFP
shall be incorporated into the terms and conditions of any resulting Agreement. Addenda will be
posted on SGVCOG’s online bidding system, Planet Bids, and will be available for downloading.
It is the responsibility of Proposers and other interested parties to check the online bidding system
regularly during the solicitation period for updated information.
The SGVCOG will not be bound to any modifications to or deviations from the requirements set
forth in this RFP as the result of oral instructions. Proposers shall acknowledge receipt of addenda
in their proposals. Failure to acknowledge receipt of Addenda may cause the proposal to be deemed
non-responsive to this RFP, and be rejected.
SGVCOG Contact
All communication and/or contact with SGVCOG staff regarding this RFP are to be directed to
the following:
Carlos Garcia, Contracts Manager
San Gabriel Valley Council of Governments
4900 Rivergrade Road, Suite A120
Irwindale, California 91706
Email: cgarcia@sgvcog.org
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
Commencing on the date of the issuance of this RFP, and continuing until award of the contract
or cancellation of this RFP, no proposer, subcontractor, lobbyist or agent hired by the proposer
shall have any contact or communications regarding this RFP with SGVCOG staff; member of the
Technical Evaluation Committee (TEC) for this RFP; or any contractor on Proposer involved with
the procurement, other than the Contracts Manager named above, or unless expressly permitted by
this RFP. Contact includes telephone, electronic mail (e-mail) or formal written communication.
Any proposer, subcontractor, lobbyist or agent hired by the proposer that engages in such
prohibited communications may result in disqualification of the proposer at the sole discretion of
SGVCOG.
Questions and Requests for Clarifications
Examination of Documents
o Proposers and other interested parties are encouraged to promptly notify the
SGVCOG of any apparent errors or inconsistencies in the RFP, inclusive of all
attachments, exhibits and appendices. Should a Proposer require clarifications to
this RFP, the Proposer shall notify the SGVCOG in writing in accordance with the
“Submission of Proposals” section below. Should it be found that the point in
question is not clearly and fully set forth in the RFP, the SGVCOG will issue a
written addendum clarifying the matter, which will be posted on the SGVCOG’s
online bidding system, Planet Bids.
Submitting Requests
o All questions regarding this RFP must be submitted in writing via the SGVCOG’s
online bidding system, PlanetBids by the date and time listed in the RFP Schedule.
No other questions will be received after the deadline. Only written inquiries
transmitted online will be considered. All questions and answers, including
questions that could not be specifically answered at the Pre-Proposal Conference
event will then be posted on the SGVCOG’s online bidding system, Planet Bids.
o Under no circumstances should prospective Proposers discuss with, or inquire of
any SGVCOG Proposers, employees (except for SGVCOG contact as identified in
the “SGVCOG Contact” Section), city and county employees or elected officials
including the SGVCOG Governing Board and Committee on any matter relating to
this solicitation.
Submission of Proposals
Proposer shall submit one (1) PDF format proposal via SGVCOG’s online bidding system on
PlanetBids on by the date and time listed in the RFP Schedule.
Acceptance of Proposals
(1) SGVCOG reserves the right to accept or reject any and all proposals, or any item or part
thereof, or to waive any informalities or irregularities in any proposals.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
(2) SGVCOG reserves the right to amend, withdraw, or cancel this RFP at any time without
prior notice, and it makes no representations that any contract will be awarded to any
Proposer responding to this RFP.
(3) SGVCOG reserves the right at its sole discretion to modify this RFP should the SGVCOG
deem that it is in its best interests to do so.
(4) Proposals received by SGVCOG are public information and will be made available to any
person upon request after the entire proposal evaluation process has been completed.
(5) Submitted proposals are not to be copyrighted.
Pre-Contractual Expenses
The SGVCOG shall not, under any circumstances, be liable for any pre-contractual
expenses incurred by any Proposer in preparation of its proposals.
Pre-contractual expenses are defined as expenses incurred by the Proposer in:
o Preparing its proposal and related information in response to this RFP;
o Submitting that proposal to SGVCOG;
o Negotiating with SGVCOG any matter related to this proposal;
o Cost associated with interviews, meetings, travel or presentations; and
o Any other expenses incurred by Proposer prior to date of award, if any, of the
Agreement, and a formal notice to proceed.
Conflict of Interest
Proposer agrees to avoid organizational conflicts of interest. An organizational conflict of interest
means that due to other activities, relationships, or contracts, the Proposer is unable, or potentially
unable, to render impartial assistance or advise the SGVCOG; Proposer’s objectivity in performing
the work identified in the specifications is, or might be, otherwise impaired; or the Proposer has
an unfair competitive advantage. Proposer is obligated to fully disclose to SGVCOG in writing of
any Conflict of Interest issues as soon as they are known to the Proposer. All disclosures must be
disclosed at the time of Proposal submittal.
Proposer agrees to comply with the SGVCOG’s Code of Conduct as it relates to Third Party
contracts which is hereby referenced and by this reference is incorporated herein. Proposer agrees
to include these requirements in all of its subcontracts.
Small Business Enterprise Program Participation
There is no SBE goal that has been developed for this project.
Period of Performance
Performance under a contract awarded pursuant to this RFP is estimated to commence in
accordance with the “Schedule of Work” section.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
Contract Type and Compensation
The Proposer’s compensation for the work as identified in the Scope of Work, will be on a
Lump Sum by task basis.
Tasks 1-4 as detailed in the Scope of Work will be issued as Task Order 1. Subsequent
Task Orders will be issued at a later date for Tasks 5-6 as the SGVCOG discerns the level
of interest from participating cities.
The Task Order issued under Lump Sum should include compensation for all work and
deliverables, including travel, equipment and all project-related costs. Even though the
method of payment to Proposer will be on a Lump Sum basis, a detailed labor cost
breakdown shall be provided identifying hourly rates for each professional and
administrative staff person who will be committed to this Project (prime and
subconsultants), including fringe and overhead costs. This information will be used to
determine the reasonableness of Proposer’s estimate and for pre-/post-award audit
purposes when appropriate.
Taxes
The Proposer’s work activities are subject to applicable state and local taxes. However, the
SGVCOG is exempt from the payment of federal excise and transportation taxes.
General Terms and Conditions
Appendix A contains a copy of the anticipated professional services agreement including
the general terms and conditions of an agreement to provide Services for this Project.
The SGVCOG reserves the right to modify the professional services agreement to the
extent that it deems necessary either before or during any negotiations with the selected
Proposer.
The Proposer is expected to review the general terms and conditions and acknowledge their
acceptance of Appendix A in the Proposal Cover letter (or their objections to specific parts
of Appendix A) as a mechanism to expedite the contract negotiation process.
The intent of the SGVCOG is to negotiate and enter into agreement with a Proposer for the
identified project as soon as possible after the SGVCOG’s Governing Board has approved
the recommendations of the selection committee as later described in SECTION II
“Evaluation Criteria” below.
To accommodate a possible delay in reaching a contract agreement, all parts of the Proposal
and especially the offer of key personnel as described in the RFP shall be valid for one
hundred eighty (180) days after submittal of the Proposal.
Key Personnel
It is imperative that the key personnel providing the services have the background, experience, and
qualifications to prepare and complete the Project. The SGVCOG reserves the right to approve all
key personnel individually for work on the contract. The Proposer must identify all proposed key
personnel.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
All key personnel shall be named in the proposal. After a contract is signed, the Proposer may not
replace key personnel without written agreement of the SGVCOG. The SGVCOG must approve
replacement staff before a substitute person is assigned to the Project. The SGVCOG reserves the
right to request that the Proposer replace a staff person assigned to the contract should the
SGVCOG consider such a replacement to be for the good of the project. Replacement staff would
be subject to the SGVCOG written approval prior to assignment to the team.
Office Location/Travel
It is not the intent of the SGVCOG to provide office space for Proposer’s personnel at the
SGVCOG office. The SGVCOG does not intend to reimburse the Proposer for personnel
relocation under a contract on this solicitation. Specialty staff identified in the proposal that are
needed for specific assignments on the contract may, with the SGVCOG written approval in
advance, be eligible for reimbursement for all reasonable, normal costs associated with travel
outside their home office.
Evaluation Procedure
The SGVCOG will form a Technical Evaluation Committee (TEC) to evaluate the received
proposals. Proposers should carefully align the proposed staff hours for each task. Each TEC
member will evaluate each proposal using a 100-point scale and the evaluation criteria to calculate
a score for each consultant, then rank the consultants by the scores. The TEC will convene to
discuss their rankings and may shortlist top-ranked proposers for oral interviews. TEC members
will be allowed to revise their scores based on the information and clarifications received through
discussion with other TEC members, reference checks, and consultant interviews.
Award
At the conclusion of this process, SGVCOG staff will submit the recommendation of the TEC to
the Executive Director for approval and award of contract. SGVCOG reserves the right to award
this contract to one (1) Proposer, and to award without discussions.
Protest Procedures
The SGVCOG has prepared written protest procedures that are applicable to its solicitations and a
copy of the procedures may be obtained by contacting the SGVCOG Contracts Manager identified
in this RFP.
Notification of Award and Debriefing
Proposers who submit a proposal in response to this RFP shall be notified via PlanetBids of the
contract award. Such notification shall be made no later than the close of business the fifth (5th)
business day after the notice of intent to award is issued by the SGVCOG.
Proposers who were not awarded the contract may obtain a debriefing concerning the strengths
and weaknesses of their proposal. Unsuccessful Proposers who wish to be debriefed must request
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
the debriefing in writing or electronic mail. Debriefings will not be scheduled until the contract is
fully executed.
*End Instructions to Proposers*
SECTION II: EVALUATION CRITERIA
Proposal Evaluation Criteria (100 Points Total)
Technical Proposal (30 Points)
o Technical experience in performing similar projects.
o Demonstrated history of working together and cooperation amongst team
members, including proposed subconsultants.
o Demonstrated record of meeting budget and schedule.
o Financial strength and stability of the firm; strength, stability, experience and
technical competence of subcontractors.
Staffing and Project Organization (30 Points)
o Qualifications of project team, including the team’s relevant past experience in
projects of a similar nature.
o Key personnel’s level of involvement in performing related work.
Work Approach and Cost Effectiveness (40 Points)
o Depth of how Proposer understands the Project.
o Thoughtfulness of approach and clear understanding of what is required to
develop a Regional Food Recovery Program.
o Identification of issues/problems likely to be encountered and solutions.
o Innovative approaches/enhancements to similar projects.
o The overall cost of the proposal.
o The cost effectiveness compared to the proposed quality of work and cost
efficiencies presented to the SGVCOG.
SECTION III: SUBMITTAL REQUIREMENTS
Proposal Format and Content
Format
o Proposals should be printed with a standard font type no less than 11-point in size,
single-space and on 8 1/2” x 11” size paper, no less than 1/2-inch margins. Charts
and schedules may be included in 11” x 17” format. Graphics font shall be a
minimum of 10 point. Proposals should not include any unnecessarily elaborate or
promotional materials. Proposals should not exceed twenty-five (25) pages in
length, excluding the cover letter, table of contents, appendices, resumes, or
required forms.
o Hard section break is not required. However, excess pages will not be read and
included in the scoring.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
Cover Letter
o Cover letter shall be limited to two (2) pages maximum and shall be addressed to
Carlos Garcia, Contracts Manager, and at a minimum, must contain the following:
Identification of person that has authority to negotiate with SGVCOG and
to execute on behalf of the Proposer any agreement that may result from
such negotiations. Identification shall include SBE status, legal name of
company, corporate address and telephone number. Include name, title,
address, telephone number and email address of the individual who will be
responsible for any negotiations with SGVCOG and any contact person for
the Proposer during the period of proposal evaluation.
Acknowledgement that the Proposer is obligated by any and all RFP
addenda.
A statement to the effect that the proposal submitted shall remain valid for
a period of not less than one hundred eighty (180) days from the date of
submittal.
A statement to the effect that the Proposer is committed to meeting or
exceeding the established SBE goal.
A statement acknowledging acceptance of the terms and conditions
contained in Appendix A – Sample Services Agreement or stating
objections to specific parts of Appendix A.
Signature of a person authorized to bind The Proposer to the terms of the
RFP.
A signed statement attesting that all information submitted with the
proposal is true and correct.
Technical Proposal
o Qualifications, Related Experience, and References of the Proposer
This section should explain the ability of Proposer to satisfactorily perform
the required work as a result of experience in performing work of a similar
nature to that identified in the RFP; demonstrated knowledge of the San
Gabriel Valley; familiarity with the SB 1383 regulations; and staffing
capability and proven record of meeting schedules on similar type projects.
In this section, the Proposer should:
Provide a profile of the firm, including the types of services offered;
the year founded; form of the organization (corporation, partnership,
sole proprietorship); number, size and location of offices; and
number of employees.
Provide a detailed description of the firm’s financial condition,
including any bankruptcy, pending litigation, outstanding claims in
excess of twenty-five thousand dollars ($25,000) for or against the
firm; planned office closures; or impending mergers and
acquisitions.
Describe the firm’s experience in performing similar projects.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
Provide as a minimum three (3) references for the projects cited as
related experience, and furnish the name, title, address, telephone
number, and email address of the person(s) at the client organization
who are most knowledgeable about the work performed. Proposer
may also supply references from other work not cited in this section
as related experience.
o Proposed Staffing and Project Organization
This section of the Proposal should establish the method that will be used
by the Proposer to organize and provide the services and manage the project.
In addition, this section should also identify key personnel to be assigned
and their qualifications and experience, availability, and current workload.
Proposer should:
Provide education, experience, and applicable professional
credentials of project staff.
Include brief resumes with relevant experience (not more than two
[2] pages each) for key staff.
Identify key personnel proposed to perform the work in the specified
tasks. Include the person’s name, current location, and proposed
position for this project, current assignment, and level of
commitment to that assignment, availability for this assignment and
how long each person has been with the Proposer.
Include a project organization chart that clearly delineates
communication/reporting relationships among the project staff,
including subconsultants. The organization chart must include the
name, title and Proposer affiliation for all persons listed.
Include a statement that key personnel will be available to the extent
proposed for the duration of the services and an acknowledgement
that no person designated as key personnel shall be removed or
replaced without the prior written concurrence of SGVCOG.
o Proposed Work Plan
Proposer shall provide a unique and creative narrative that addresses the
Scope of Work for this Project and demonstrates that the Proposer
understands the San Gabriel Valley Regional Food Recovery Program’s
objectives.
Additionally, the Proposer’s Work Plan shall outline the specific activities
that would be undertaken in completing the Scope of Work and specify who
in the firm would perform them, identify methods that Proposer will use to
ensure quality control as well as budget and schedule control for the project,
and identify any special issues or problems that are likely to be encountered
in a project of this type and how the Proposer would propose to address
them.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
o The Proposer is encouraged to propose enhancements or procedural or technical
innovations to the Scope of Work that do not materially deviate for the objectives.
Proposal Forms (Refer to Appendix B)
This section shall include the Forms contained in Appendix B to this RFP. Consultant shall
completely fill out and sign, where applicable, the forms contained therein. If a form is not
applicable, Proposer shall submit the form, clearly marked as “Not Applicable”. The forms shall
not be counted towards the proposal page limit. These forms should be submitted with the
Proposal.
Cost and Price Proposal (Refer to Appendix C)
Proposer are asked to submit a cost proposal and can be located on PlanetBids in Excel format.
Please complete this document according to the instructions contained therein. Should Proposers
have any questions on this document, we request that Proposers utilize the Q&A function of this
RFP to address any questions or discrepancies. The SGVCOG may make modifications to this
Appendix at its sole discretion.
1000 South Fremont Avenue, Unit 42 ♦ Alhambra, California, 91803
4900 Rivergrade Road, Suite A120 ♦ Irwindale, California 91706
September 8, 2021
Subject: Notice of Intent to Award for RFP 21-13 The San Gabriel Valley Food Recovery
Program
The San Gabriel Valley Council of Governments has completed its proposal evaluations for the San
Gabriel Valley Food Recovery Program, inclusive of the oral interviews.
Based on the results of the review by the Technical Evaluation Committee, staff have recommended
to award the contract to Sterns, Conrad, and Schmidt Engineers (“SCS Engineers”). Additionally,
staff intend to forward a recommendation to the SGVCOG’s Governing Board to award the contract
to SCS Engineers. The awarding of the contract is contingent upon successful negotiations with
SCS Engineers.
The Governing Board’s meeting is scheduled to take action on staff’s recommendation at its
meeting on September 16, 2021.
Should you have any questions, please contact me at (626) 214-1302 or by email
cgarcia@sgvcog.org.
Sincerely,
Carlos Garcia
Contracts Manager