Report to Mayor and City Council
Tuesday, November 07, 2023
Consent
SUBJECT:
Title
CONSIDER THE AWARD OF CONTRACT SERVICES AGREEMENT FOR SOLID WASTE CONSULTANT - SB 1383: ORGANIC RECYCLING AND APPROVAL OF RESOLUTION NO. 23-181, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2023-24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS”
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I. SUMMARY
Staff has conducted a Request For Proposals (RFP) to identify, select and recommend a qualified vendor to provide consultant services with expertise in solid waste services or environmental management franchises and refuse rate structures to support the City’s compliance with the State of California’s Short-Lived Climate Pollution Reduction Act (Senate Bill 1383), related regulations, and attendant refuse rates, if any, as may be proposed by the City’s exclusively franchised waste hauler (Exhibit 1). The most qualified responsive consultant to the RFP is the firm Sustainable Environmental Management Co. (”SEMCO”), and staff is requesting City Council approval of a contract with SEMCO for a not to exceed amount of $50,280.00 (Exhibit 2).
II. RECOMMENDATION
Recommendation
1. AWARD a contract services agreement to SEMCO for a 2-year term in the amount of $50,280.00.
2. AUTHORIZE the Mayor to execute a contract services agreement following approval as to form by the City Attorney.
3. APPROVE a 10% contingency in the amount of $5,028 in the event unforeseeable additional services are needed.
4. ADOPT Resolution No. 23-181, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2023-24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS” in the amount of $50,280.00.
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III. ALTERNATIVES
1. REJECT all bids.
2. TAKE any other action the City Council deems appropriate that is consistent with the requirements of law.
IV. BACKGROUND
On February 2, 2023, RFP No. 23-007 was issued to solicit firms to provide consultant services to identify, select and recommend a qualified vendor to provide consultant services with expertise in solid waste services or environmental management franchises and refuse rate structures to support the City’s compliance with the State of California’s Short-Lived Climate Pollution Reduction Act (Senate Bill 1383), related regulations, and attendant refuse rates, if any, as may be proposed by the City’s exclusively franchised waste hauler.
The proposed work will involve: a full review and restatement of the current franchise agreement for solid waste management in the City, including financial recommendations regarding forecasted cost increases and benchmarks, recommendations to fulfill state mandates using “direct service provider agreements” and potential options for Compressed Natural Gas procurement under said agreement, as pertaining to SB 1383, AB 939, AB 32, AB 827, AB 341, SB 1374, AB 1826, and AB 1985 compliance, any costs/rates associated with ongoing compliance with SB 1383 and related laws, terms of a restated franchise agreement, and programmatic recommendations to ensure the City’s efficient and ongoing legal compliance.
Assessment of both the current and future expansion of operational and administrative capabilities related to the waste hauler’s ability to fulfill increasing state mandates projected out through at least 2044. The submitted proposal elements should account for additional influencing cross legislative factors (i.e., additional, potential legislative factors and/or practical considerations pertaining to available or feasible infrastructure) not specifically addressed in prior franchise agreements, and establish language guaranteeing organic waste facility capacity, at least greater than the prior peak year’s organic waste tonnage, in the form of slurry contracts, also known as “Put or Pay” agreements.
RFP No. 23-007 was extended to solid waste consulting firms and responses were received from two firms by the February 23, 2023, deadline. There were no firms identified within the City of Carson that provide the required service, and no Carson firms responded to the RFP. The following proposals were received (Exhibit 3):
SEMCO Lake Forest, CA $50,280
Muni Environmental Management Costa Mesa $107,345
The proposals were reviewed by the Public Works Operations Manager, Landscape & Building Maintenance Superintendent, Right of Way Superintendent, Public Works Programs Administrator, Administrative Analyst and Sanitation Officer on March 21st who held interviews for the two Solid Waste Consultant candidates.
Staff determined that SEMCO was the most qualified to provide the services required by the City’s proposal specifications. SEMCO was the lowest bidder and provided the most comprehensive response to the RFP (Exhibit 4)
Staff requests that the City Council award a contract services agreement for consultant services to SEMCO, for a term of 2-years for a total cost not-to-exceed $50,280.00 and approve an additional 10% contingency of $5,028 in the event unforeseeable extra services are required.
V. FISCAL IMPACT
Funding for this contract agreement were not included in the FY2023/24 budget; therefore, if the contract is awarded, the budget will need to be appropriated from Fund 205 to account 205-80-801-100-6004 in the amount of $50,280.00, per Resolution No. 23-181.
VI. EXHIBITS
1. RFP No. 23-007 Solid Waste Consulting for SB 1383 (pgs. 4 - 42)
2. Contract Services Agreement-City of Carson & Huls Environmental Management, LLC DBA Sustainable Environmental Management Co. (pgs. 43 - 71)
3. Bid Register. (pg. 72)
4. SEMCO Proposal (pg. 73 - 116)
5. Resolution No. 23-181 (pg. 117 - 118)
Prepared by: Arlington Rodgers, Jr., Director of Public Works and Robin Wilson, Acting Public Works Superintendent-Operations and Maintenance