Rancho Palos Verdes City Council
   

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: MAY 18, 2004

SUBJECT: AWARD A THREE YEAR PROFESSIONAL SERVICES AGREEMENT FOR SOURCE REDUCTION AND RECYCLING ELEMENT (SRRE) AND USED OIL BLOCK GRANT IMPLEMENTATION, AND SUPPORT SERVICES

STAFF COORDINATOR: LAUREN RAMEZANI, SR. ADMINISTRATIVE ANALYST

RECOMMENDATIONS

  1. Award a three year professional services agreement to SCS Engineers, in the amount not to exceed $23,000 for FY 04-05, to provide support services for the City’s implementation of the Source Reduction and Recycling Element (SRRE) and Used Oil Block Grant programs
  2. Authorize the Mayor and City Clerk to execute a three year agreement with SCS Engineers, in the amount not to exceed $23,000 for FY 04-05, for implementation of the SRRE and Used Oil Block Grant programs

BACKGROUND

For the past several years the City has been implementing the City’s Source Reduction and Recycling Element (SRRE) and the Used Oil Block Grant programs in accordance with state mandates. The SRRE identifies how the City will reach

the required state goal to divert City’s waste stream from the landfills by re-using, reducing and recycling material. The used oil block grant program focuses on public education to encourage oil recycling and the proper disposal of the used oil.

The City’s approved diversion rates are as follows:

Year

1995

1996

1997

1998

1999

2000

2001

2002

Diversion

28%

20%

38%

44%

31%

47%

46%*

51%*

* Diversion rates are preliminary approved. Waiting for final biennial review approval.

For the 2002 annual report, for the first time, the City has submitted an annual diversion that not only meets but also exceeds the 50% mandate.

DISCUSSION

SCS Engineers has been the City's SRRE (AB 939) consultant since FY 01-02 and has successfully been providing these support services. Staff is pleased with the quality of work and services provided, however, SCS's agreement ends June 30, 2004. The City sent Requests for Proposals (RFP) to four qualified firms, including SCS Engineers. The City received two responses: 1) SCS Engineers and 2) KJServices Environmental Consulting.

The firms were rated based on the City Council’s adopted criteria as follows:

  • Experience of Firm
  • Experience of Team Individuals
  • Project Understanding
  • References
  • Depth of staff available to perform work
  • Familiarity with Peninsula, and
  • Office Location

Staff recommends awarding a new three-year contract to SCS Engineers for

FY 04-05 through FY 06-07, with the possibility of two, one-year extensions by mutual consent. SCS Engineers has been performing AB 939 related consulting work for various cities such as Rolling Hills, Lakewood, and Baldwin Park for several years and also has had AB 939 consulting contracts with the City and County of Los Angeles. The contract will be on a time and materials basis. The proposed not to exceed fee for FY 04-05 is $23,000. SCS Engineers also proposed not to exceed fees of $24,500 and $25,500 for FY 05-06 and FY 06-07. Staff will request funding for these services during the two-year, FY 05-06 and FY 06-07 budget process.

The proposed scope of work for the next few years includes, but is not limited to:

  • Administering used oil block grant, household hazardous/e-waste programs
  • Improving construction & demolition (C & D) recycling, and implementing diversion programs
  • Following-up on City Hall, park sites, multi-family and business recycling programs
  • Attending various meetings and events representing the City
  • Preparing public education and outreach material, including newsletter articles, billing inserts, and event publicity material
  • Grant Writing
  • Coordinating the City's Los Angeles Regional Agency activities
  • Preparing the City's program implementation portion of annual reports (PARIS report) for the California Integrated Waste Management Board

ALTERNATIVE

  1. Award a contract to the KJServices Environmental Consulting. This company is also knowledgeable and experienced.
  2. Send out another Request for Proposals.

However, staff is satisfied with the work performed by SCS Engineers and does not see any need to change companies at this time.

FISCAL IMPACT

Funding in the amount of $23,000 has been included in the FY 04-05 budget for these activities. Funding sources are the Used Oil Block Grants and the Waste Reduction Fund. The projected June 30, 2004 Waste Reduction fund year-end fund balance is $591,500.

Respectfully Submitted:

Dean E. Allison, Director of Public Works

Reviewed:

Les Evans, City Manager

Attachments: Agreement (including RFP & proposal)