Responses to RFP Questions

Below you can find responses to questions submitted, organized by system component or topic.

General Questions

What were the key findings from the ecosystem mapping and participatory design workshops?

• Perpetual has been engaged in the Galveston community, in partnership with Turtle Island Restoration Network (TIRN), since late 2022, and Perpetual Team Member Marty Miles has lived in Galveston for over 15 years. Engagement has included hundreds of hours with local community groups, government officials and offices, local and corporate businesses and directly with community members. Over the course of a week in March 2023, we held  numerous in-person participatory design community workshops.  The workshops are designed to both educate consumers on reusable foodware systems and gain insights to participant preferences and how they would engage with the system. In December 2023, Perpetual and TIRN together with Galveston CoCare and Galveston Central Church conducted individual interviews with members of the vulnerable communities to understand what would allow the system to work best for them. Insights from all of this engagement informed the overall system design. Specific examples include requirements for the checkout process, ability to access the reuse system without a phone or credit card, multilingual communications, preferences for the foodware items, and locations that streetside return bins should be located.  Selected RSP will be provided with results from the community engagement activities. 

• To give a snapshot, ecosystem mapping revealed underutilized community assets such as the washing facility and offered deep insights into community flows both in terms of geographic movement within the community and flows of people in and out of the community, including significant swells in population during the tourist season and during large events. Insights were gained regarding hiring practices and workforce stability, language, socio-economics, the make-up of local disadvantaged populations and means of engaging to ensure equity and accessibility. Numerous other learnings came from our deep community engagement and will be shared with service providers.

What participation rate is expected of restaurants in Galveston, as a percentage of food service businesses?

• Our goal is to reach 70- 90% business participation including large campus environments within 13 months of operation. We have been working in the community for the last 1.5 years socializing reuse. GRGB will continue to support  ongoing outreach and engagement with the business community.  RSP’s (reuse service providers) will be expected to collaborate on that engagement. Final confirmation of launch participation is currently pending provider selection - at which time specifics will be presented to businesses to confirm participation. We understand volume is a key factor in financial sustainability and will look to subsidize and or facilitate creative financing so that providers have enough runway to accommodate any initial volume gaps slowing profitability.

Service Provider Integration & Collaboration

How does the system plan to integrate multiple reuse service providers and what standards will be followed?

• Perpetual has designed the system in consideration with the current PR3 standards, which focus on enabling reuse system interoperability.  As the standards are adjusted, we understand that any changes may take time and capital to update the system accordingly.

If there are different providers for each part of the whole program (e.g. backend, washing, reverse logistics come from different vendors), who will run the integration project? Does GRGB run the project or do you expect one of the vendors to run the integration project?

• In the case of multiple providers, GRGB and Perpetual will collaboratively project manage the initial integration work pre-launch. They will work with selected providers to identify the integration requirements and overall timelines and deliverables. Each provider will be responsible for their own project management therewithin. RSPs are expected to collaborate as necessary to ensure integration is successful. Post launch any ongoing integrations/systems updates/operations will have oversight from and collaboration with GRGB.

What collaborative efforts are expected from service providers, and how will success be measured in the collaborative context?

• Ongoing collaboration with GRGB (client) on the touchpoints of the service provided.

• Collaboration with other RSPs on any touchpoints you share (ex. backend - frontend) that require integration or ongoing communication for successful operation (ex. you provide the backend tracking and will collaborate to make sure the washing and logistics providers integrate and have smooth ongoing operations).

• If selected, service providers will be expected to join meetings outlined in RFP and see through the successful integration of their system components.

• Success will be measured in each service provider’s ability to deliver their component(s) of the system “as advertised.”  We anticipate the need for ample testing and possible adjustments. We also recognize system design has not been approached this way previously. As such we plan to support chosen service providers through the learning curves that are to be expected in a new system approach.

System Governance

Who is managing the day-to-day operations, orchestration, and management of the foodware reuse system?

• In a multi-vendor scenario the expectation is that the GRGB will manage general operational oversight and facilitate inter-operator relations.   GRGB and Perpetual will collaboratively project manage the initial integration work pre-launch. They will work with selected providers to identify the integration requirements and overall timelines and deliverables. Each provider will be responsible for their own project management therewithin. RSPs are expected to collaborate as necessary to ensure integration is successful. Post launch ongoing integrations/systems updates will have oversight from and collaboration with GRGB.  While Perpetual will co-lead with GRGB initial operations, orchestration, and management of the Foodware Reuse System at the onset and launch, the GRGB will take the lead shortly thereafter. It is anticipated GRGB will fund an onsite full time salaried system manager. The manager will also have a Governance Board seat.

Can you clarify the role of the Galveston Reuse Governance Board (GRGB) and expectations for long-term engagement?

• The GRGB’s mission is to partner with Galveston stakeholders including community organizations,government, service providers and other stakeholders to implement an immersive reuse system that eliminates single-use disposables, starting with foodware. The GRGB is the permanent managing body for the reuse program and will manage community feedback for continued improvement over time and will be accountable for overall reuse system success.  Members will serve a three year term. Perpetual will have a permanent seat on the 9 member board. 

Can you provide more details on the anticipated responsibilities and role of the GRGB post-implementation?

• The GRGB will administer the project with the assistance of a full time local Project Manager. This includes operational, financial, insurance, service levels, contracts and system level marketing oversight as well as liaising with the City and service providers.

What specific support activities and monitoring will Perpetual provide to service providers after the live launch?

• Perpetual has one full time staff member based in Galveston dedicated to the success of the system. Once the system is launched, Perpetual will participate in the GRGB, directly engage with service providers as needed, continue outreach to promote the system within the community, and continue fundraising activities to support the system’s financial needs.

  Perpetual will:

  • Provide on-the-ground launch support in partnership with local non-profit partners, such as volunteers available to help people navigate using the system for the first time, providing education, and supporting launch events.

  • Maintain a seat on the GRGB and continue providing technical and operational guidance until the GRGB becomes self sufficient

  • Provide support in fundraising efforts and / or see through the completion of any ongoing or new grants and subsequent requirements we have committed to

  • Continued coverage via our newsletter, social media

  • Support the post-implementation Circularity Assessment Protocol (CAP) completed by University of Georgia Circularity Informatics Lab (CIL). A pre-implementation CAP was completed in December 2022.

Can you provide more details on the specific requirements for compliance with the Americans with Disabilities Act?

• Please review the published design standards associated with the Americans with Disabilities Act - https://www.ada.gov/law-and-regs/design-standards/

Funding

Could you provide more information on the types of funding available and the criteria for selection?

• Service providers are expected to make financial commitments that align with their business model and the opportunity to operate a city-wide reuse system. Additionally, Perpetual has finance partners interested in providing between $500,000 and $1,500,000 in Program-Related Investment (essentially, low-interest loans with evidence that they contribute to social and environmental impact) to the selected service provider(s), contingent on approval by their investment committee. The criteria are similar to what a community bank would look for in making a loan. We expect that the PRI could be used for capital and/or operating expenses. In addition, Perpetual is in conversation with multiple potential grant funders working to secure grant funding that could be granted / regranted to reuse service providers, but these are not yet confirmed. We expect to have more information by the time we have interviews with finalist companies.

Technology

Can you please elaborate more on your definition of backend? For example, does backend mean end-to-end backend (technical) or does backend distinguish business backend for wash hub/warehouse vs. consumer/restaurant experience as front end?

• Backend should be thought of as aspects of data management that are not consumer facing. 

How do you define front end?

• Front end refers to elements that the end consumer engages with.  The “Checkout” and the “Return” digital nodes (blue circles on the schematic) are the front-end touch points.

If you select multiple front-end (i.e. consumer and restaurant facing) reuse vendors, who will run the overall programs - with multiple reuse providers, and containers flowing between cafes, is it expected this will be centrally managed by someone hired by Galveston?

• Yes, that is the most likely scenario in the case of multiple vendors being selected either for different categories and/or for front-end tech/asset provision. The back-end will manage system-wide data and asset tracking. In a multi-vendor scenario the expectation is that the GRGB will manage general operational oversight and facilitate inter-operator relations.   

Should we include some on the ground management in estimates or is it expected that we would provide technical enablement and support to GRGB resources “on the ground” in Galveston?

• If you are planning to supply hardware you should plan at the very least for on-the-ground staff for site visits and install. While GRGB will have a local oversight manager you will need to supply a solution for any fixes to hardware that can’t be resolved remotely.

Regarding the front end technology, do you already have specific “alternative checkout methods” (B2. 3.) in mind?

• We do not have a specific option in mind outside of the sign-up free option. The space is full of rapid innovation so we do not want to limit creativity or new solutions. The main goal is as seamless and accessible as possible while maintaining tracking and the ability to apply a penalty in cases of non-return.  For the sake of an example; one alternative checkout method might be inputting your phone number similar to how many loyalty programs work.

There are requirements listed for making the customer-facing side seamless (e.g. regarding sign-up), but there is nothing specified for the usability at food establishments. We assume this should also be seamless

• Absolutely. Business side seamlessness is critical. Ideally there is no POS or other integration required (aside from potential app integrations with large QSR’s) although minor hardware integration needs are expected. While it’s not the preference; market tested POS integrations that work across multiple POS providers (Square, etc.) will be considered.

Any specific requirements about the restaurant process?

• We have seen a variety of back of house flows that work well and thus do not have required specifications here. A description of the restaurant flow would be useful to include in your proposal.

Any expectation of what kind of technology can (or should) be installed at food establishments e.g. asset tag readers (cost implications for restaurants)?

• It is understood some hardware will most likely be required for asset tracking. The type of hardware and associated software and process will presumably be somewhat unique to each solution. The baseline is that each individual asset should be tracked and the user associated with the asset so that a “no return” penalty fee can be received if the asset is not returned.

Washing

What is the current facility? Where is it?

• The facility is a dedicated dishwash space in a Hotel Convention Center kitchen that is currently underutilized. It is centrally located in Galveston. The facility is part of Moody Gardens, located at One Hope Boulevard Galveston, Texas 77554

Can you provide detail on the existing flight machine - make/model/stated capacity/age?

• Hobart CRS110A, 368 racks per hour, 14 years old but used rarely (only a few weeks per year).

Who services this existing machine? What is the service history?

• Ecolab is the service company of record. Due to low utilization, the machine has been serviced quarterly. The service provider will work with Ecolabs, or their vendor of choice, to establish the service frequency.  The machine will be in 100% working condition for the service provider for testing and launch.

Is there any drying capability?

• Currently the facility utilizes air drying. However, space is available to add drying equipment.

Is it mandatory that this machine be used?

• It is not, but it is a readily available asset that can support an early Oct. launch. Over time, with volume increases and additional asset types we foresee the need to provision for a facility designed specifically for the reuse system.

Is there any other equipment available?

• A few racks for drying.

What is the layout of the existing facility?

• The ware washing space is currently a built out clean room with a drying room available in close proximity. Additionally there is a separate storage room for sorting and there is room to grow over time. The wash room is rectangle with tile floors and walls. The room is accessed through one door that is secured with a steel folding accordion style door. Additional storage is available.

What are the lease requirements?

• GRGB will hold the lease. The lease will include space, Hobart machine, water and electricity for zero dollars (complimentary). The service provider will be required to carry appropriate insurance and agree to keep the equipment and space in proper working condition.

What is the power availability? 

• Electricity is provided by the landlord/space provider.

Any risks of flooding?

• The space has not experienced any flooding.

Foodware

How does the system plan to expand to additional reusable item types, and what is the expected timeline for this expansion?

• The system currently accounts for multiple sizes of cups. It is expected to expand to food containers 6-12 months following the launch. Following foodware implementation it is expected the system will expand to CPG items, potentially including bottled beverages. Some pre-packaged consumer packaged goods (CPG) and / or prepackaged grocery items may be implemented earlier than 6-12 months.

Submission & Proposal Evaluation

Can you clarify the expectations for proposal submissions, including components to be covered and the evaluation criteria. Could you provide more details on the evaluation criteria and the weight assigned to each component?

• Proposals for each component of the system will be evaluated individually based on the RSPs ability to meet the requirements.  The RFP is intentionally split into components and service providers are encouraged to submit a reply covering either a single component or multiple components based on their capabilities.

• Each component will be evaluated based on

• Meeting required criteria

• Meeting desired criteria

• Overall strength of team

• Prior successful implementation history

• Ability and ease in integration with other components and in relation to other strong proposals