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TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: DIRECTOR OF PUBLIC WORKS
DATE: OCTOBER 15, 2002
SUBJECT: APPROVE AGREEMENT FOR ELECTRONICS RECYCLING EVENT
Staff Coordinator: Lauren Ramezani, Sr. Administrative Analyst
Like all cities, the City of Rancho Palos Verdes must continue implementing various recycling, waste reduction and reuse programs. The City held its first Electronics/ Computer Recycling (E-Waste) Event at the City Hall/Yard on October 27, 2001. More than 400 cars dropped off unwanted/obsolete computer and other electronic items. Approximately 280 cars were from the City of RPV. The majority of the rest were from the other three participating Peninsula cities. SoCal Computer Recyclers (SoCal) was the contractor that provided staffing for the collection event, and arranged for the proper collection and recycling and/or disposal of the items. SoCal has also provided similar roundup events for several cities such as Torrance, Redondo Beach, Lakewood and Los Angeles. This report requests the Mayor and the City Clerk to execute an agreement with SoCal Computer Recyclers for an Electronics/Computer Recycling Event.
Electronic Roundups are becoming more in demand, because since November 1, 2001, TV and computer monitors, due to their lead content glass, are considered "universal waste" and can no longer be disposed in landfills, and can not be picked up at the curb by the City haulers. In conjunction with America Recycles Day, staff is organizing its second Electronics Recycling event on Saturday, November 16, 2002, at the City Hall/Yard. The three cities of Rolling Hills, Rolling Hills Estates and Palos Verdes Estates are also participating.
Last year, City costs were $3,000 in administration, promotion and advertising costs (including newspaper, PSA and billing inserts). SoCal did not charge the City for its labor and recycling services. However, starting with 2002, due to substantial increases in cost of operations, disposal and/or dismantling of the CRT items, events are no longer free. As a result, staff sent requests for informal bids to three firms: Recycle America-Asset Recovery Group ($11,700), SoCal ($7,000) and HMR (non responsive). SoCal was the lowest responsive bidder. The event will be funded by the City's Solid Waste fund.
SoCal will provide labor, transportation, and traffic control to execute a successful event. SoCal will load the equipment brought to City Hall into their trucks and transport the equipment to their facility in the City of Hawthorne that same day. Similar to last year, to promote recycling and encourage waste reduction (keeping electronics out of the trash/landfills and avoiding illegal dumping), there will be no charge to the public/participants. The driver of each car attending the event will be asked their city of residency. Based on that information, the three Peninsula cities have agreed to reimburse RPV their proportionate share of the costs based on the attendance numbers from each of the four cities.
SoCal will accept items such as computers, monitors, printers, cables, keyboards, TVs, stereos, telephones, VCR's, handheld computer games and network equipment. These items can be in working or not working condition. SoCal will not accept furniture, software and appliances such as washing machines and microwaves.
Last year a total of 30,000 pounds of material was collected at our event. From that total only 5% or 1,500 pounds went to the landfill, the rest of the 95% was sold/donated or recycled. Approximately one week after the event, the City will receive a report detailing total weight of recycled material, the number of participants, participants' City of residence, and a summary of equipment collected.
Most of the equipment dropped off at these events has very little reuse potential. Residents drop off their old equipment for one of two reasons: either it is too old to use or it is broken. SoCal Computer Recyclers resells or donates working equipment (monitors, printers, computers, televisions, stereos, etc.) once the unit passes through their technical process and all information on the hard drive is erased. Equipment that cannot be reused is broken down to its base components (metals, aluminum, circuit boards) and recycled through different local scrap metal companies. Hazardous CRTs (Cathode Ray Tubes) are sent to the US Penitentiary in Atwater, CA where prison labor recycles all parts of the monitor including the plastic. The lead-bearing CRTs are crushed and sent to Ohio for CRT glass-to-glass recycling.
The City newsletter, a billing insert, City website, City listserv, a public service announcement (PSA) and Channel 3 Reader Board are, and will be promoting this convenient and free event to residents.
The attached agreement outlines the costs and will also holds the City harmless against any liability claims that may result from the round-up event. The agreement has been reviewed and approved by the City Attorney's office.
Finally, the County of Los Angeles and the Sanitation Districts have recently announced that E-Waste will be collected in conjunction with their regularly scheduled household hazardous waste (HHW) roundups. However, due to a substantial increase in costs for running both programs, there might be cutbacks in the number of roundups throughout the County. For the past 6 years, the City has had a County sponsored HHW roundup at the City Yard in late spring each year. At this time staff is not sure if the annual RPV roundup will be affected or not. If the County's combined E-Waste/HHW program is successful, and there are no funding problems or cutbacks affecting the RPV annual roundup, then there may be no need for any future City funded E-Waste roundups.
SoCal's total cost for this event will be approximately $7,000. This cost includes the estimated labor cost plus the cost of disposal of CRTs that cannot be sold/reused. There is no cost associated with items that can be sold, donated or reused. The City's estimated share would be 70% of that total or approximately $5,000. Additionally, there will be expenditures of approximately $2,200 for staff's administration, printing and advertising costs related to this year's event. There is no line item in the adopted budget for this activity. The attached Resolution increases the Solid Waste Fund budget appropriation for FY 02-03 in the amount of $7,200. The Solid Waste Fund's projected June 30, 2002, ending fund balance is $760,500.
Attachment: Resolution 2002- _
RESOLUTION NO. 2002-__
WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council: and
WHEREAS, on June 12, 2002, the City Council of the City of Rancho Palos Verdes adopted Resolution 2002-45, approving a spending plan and authorizing a budget appropriation for the 2002-03 fiscal year: and
WHEREAS, the City Council desires that the fiscal year 2002-03 budget appropriation be increased as follows:
Solid Waste Fund:
Professional/Technical Services #113-313.35 $ 6,000
Printing #113-313.54 $ 1,200
BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:
The following increase be made to the fiscal year 2002-03 Solid Waste Fund budget:
Solid Waste Fund:
Professional/Technical Services #113-313.35 $ 6,000
Printing #113-313.54 $ 1,200
PASSED, APPROVED, AND ADOPTED THE 15th DAY OF OCTOBER, 2002.
State of California )
I, JO PURCELL, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2002- __ was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on October 15, 2002.
This License Agreement ("License") is made and entered into as of ____________, 2002, by and between the CITY OF RANCHO PALOS VERDES, a municipal corporation ("City") and SoCal Computer Recyclers, a California Corporation, ("SoCal").
A. CITY is planning a one-day electronic equipment recycling collection event.
B. SoCal is in the business of recycling electronic equipment.
C. Both parties agree that SoCal will handle the collection and disposal of the electronic equipment collected at the event.
On Saturday, November 16, 2002, City will hold a drop-off event (the "Event") for the collection of electronic equipment ("Equipment") for recycling purposes from 9 a.m. to 3 p.m. at the City Hall site located at 30940 Hawthorne Boulevard, Rancho Palos Verdes. City will be responsible for the promotion and advertisement of the Event. City will also provide additional traffic equipment if needed. The City will provide a survey card for each vehicle participating in the event. The City shall be responsible to pay for labor costs as specified in Section 4 (A) below, and for disposal costs as specified in Section 4 (B) below.
2. Obligations of SoCal.
SoCal will be responsible for the collection of Equipment from residents and businesses that attend the Event. SoCal will load the Equipment into their van and transport the Equipment to their facility in the City of Hawthorne. SoCal will thereafter be responsible for the recycling and or disposal of the Equipment in accordance with all applicable regulations. SoCal will be responsible for traffic control, as approved by the City, and labor during the event. SoCal shall provide labor to complete a short survey card for each vehicle participating in the event, and shall return these completed forms to the City. SoCal shall provide the City with a detailed report on the breakdown and end use of the materials that were collected at the event, including but not limited to weight reports for each category of equipment collected during the event with CRTs, as defined in section 4 below, as its own category. Further, SoCal shall provide the City with a report of the weight of CRTs, as that term is defined in Section 4 below, that are disposed because of unsuitability for reuse.
This License covers only the one-day event to be held on Saturday, November 16, 2002.
The cost of running the electronics/computer recycling event will be based on labor and CRT disposal fees.
(A) Labor fees include five (5) staff members from SoCal at $20 per hour per staff member. Additionally, SoCal will provide ten (10) temporary contract laborers at the rate of $16.20 per contractor per hour. The cost of labor for this event therefore is estimated at two thousand ninety six dollars ($2,096). The City agrees to pay the lesser of either the actual cost of labor according to the hourly rates set forth above, or $2,358.00.
(B) The City will pay SoCal for the disposal costs of CRTs, as defined herein, collected at the event. SoCal Computer Recyclers shall not charge the City for computers, printers or miscellaneous electronic equipment. Due to the recent developments with the Department of Toxic Substance Control (DTSC) regarding the safe handling and disposal of CRTs, however, SoCal will charge for the disposal of certain monitors and televisions received at the Event. CRTs are defined to mean any monitor or television that cannot be reused. The charge for the disposal and reporting of CRTs will be $0.40 per pound, based on the required CRT disposal weight report discussed in Section 2 above. An average event with a turnout of four hundred vehicles produces approximately twelve thousand pounds of CRTs, resulting in a charge of four thousand eight hundred dollars ($4,800).
(C) The estimated invoice to the City from SoCal Computer Recyclers, using the variables of four hundred residents, five (5) SoCal Computer Recyclers staff members, ten (10) contract works and twelve thousand pounds of CRTs would be approximately seven thousand dollars ($7,000). This cost does not cover publicity, advertising, permits or City Staff time, which will also be paid for by the City. Several previous events have yielded resident turnout beyond that anticipated, and with excellent public outreach, six hundred or more residents could participate in this mobile collection event. If turnout at the Event is high, the cost of CRT disposal could exceed the estimate set forth above.
Either party upon five (5) days written notice to the other party may terminate this License.
SoCal will indemnify, defend, and hold harmless the City, the City Council, each member thereof, present and future, its officers, agents and employees from and against any and all liability, expenses, including defense costs and legal fees, and claims for damages whatsoever, including, but not limited to, those arising from breach of contract, bodily injury, death, personal injury, property damage, loss of use, or property loss however the same may be caused and regardless of the responsibility for negligence. The obligation to indemnify, defend and hold harmless includes, but is not limited to, any liability or expense, including defense costs and legal fees, arising from the negligent acts or omissions, or willful misconduct of SoCal, its officers, employees, agents subcontractors or vendors. It is further agreed, SoCal's obligations to indemnify, defend and hold harmless will apply in the event of concurrent negligence on the part of the City, the City Council, any member thereof, present and future, or its officers, agents and employees, except for liability resulting solely from the negligence or willful misconduct of City, its officers, employees or agents. This section shall survive the term of the agreement as set forth in Section 3 above.
SoCal will furnish the City a certificate of liability insurance for the Event in the amount of $1,000,000 combined single limit issued by an insurance company admitted to do business in the State of California, with a Best's rating of A VII or greater and naming the City, the City Council, each member, officer and employee of the City as an additional insured on the policy. The certificate of insurance shall be filed with this License in the office of the City Clerk, no less than five (5) business days before the date of the event.
8. Integration; Amendment.
This License represents the entire understanding of City and SoCal as to those matters contained in it. No prior oral or written understanding will be of any force or effect with respect to the terms of this License. The License may not be modified or altered except in writing signed by both parties.
This License will be administered and interpreted under the laws of the State of California. Jurisdiction of any litigation arising from the License will be in Los Angeles County, California.
Any notices, bills, invoices, or reports authorized or required by this Agreement shall be in writing and shall be deemed received on (a) the day of delivery if delivered by hand or overnight courier service during SoCal's and City's regular business hours or by facsimile before or during SoCal's regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section.:
11. Section Headings.
The section and subsection headings used herein are for reference and convenience only and shall not be used in any manner in the interpretation hereof.
APPROVED AS TO FORM: