Report to Mayor and City Council
Tuesday, August 15, 2017
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF CONTRACT SERVICES AGREEMENT FOR CONSULTANT TO REVIEW SOLID WASTE HAULER'S PROPOSALS (CITY COUNCIL)
Body
I. SUMMARY
Staff has conducted a Request For Proposals (RFP) to identify, select and recommend a qualified vendor to provide consultant services to review and analyze proposals for Citywide Commercial and Residential Solid Waste Management and Recycling services. (Exhibit 1) The most responsive vendor to the RFP was the firm HR Green Pacific Inc., “HR Green”. Sufficient funding exists for this contract and no budget amendment is required.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a contract services agreement to HR Green for the period of August 15, 2017 through March 1, 2018.
2. AUTHORIZE an additional contract amount up to $8,602 for contingencies.
3. AUTHORIZE the Mayor to execute a contract services agreement following approval as to form by the City Attorney.
4. AUTHORIZE a budget transfer in the FY 2017/18 Budget through Resolution Number 17-116.
5. ADOPT Resolution No. 17-116 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AMENDING THE FISCAL YEAR 2017-18 BUDGET IN THE GENERAL FUND.
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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
The City’s residential and commercial solid waste franchise agreements are set to expire on June 30, 2018. Residential solid waste and recycling services are currently provided by USA Waste of California, Inc. “Waste Management”, and commercial solid waste and recycling services are currently provided by both Waste Management and EDCO Waste Services LLC, “EDCO”.
On July 13, 2017, RFP No. P17-18 was issued to solicit firms to provide consultant services to review and analyze Solid Waste Hauler proposals for Citywide Commercial and Residential Solid Waste Management and Recycling services.
On July 20, 2017, the City released RFP No. P17-19 for Integrated Solid Waste Management Services, which seeks qualified solid waste companies to provide solid waste collection, transportation, recycling, disposal services along with the potential development of solid waste facilities within the City. Qualified proposals will be reviewed by the consultant. Furthermore, the consultant shall analyze the rate structure proposals and review supporting information to verify that the proposed rates reasonably comport with the substantive requirements of California Constitution Article XIIID and the implementation statutes in Government Code §§ 53750, et seq (“Prop 218”).
RFP No. P17-18 was extended to eleven firms and responses were received from two firms by the July 31, 2017 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:
HR Green Pacific Inc. Corona, CA $41,398
Eunomia Research & Consulting New York, New York $46,835
The proposals were reviewed by the Director of Public Works, the Purchasing Manager and the Public Works Programs Administrator.
Staff determined that HR Green was the most qualified to provide the services required by the City’s proposal specifications. HR Green was the lowest bidder and provided the most comprehensive response to the RFP (Exhibit 2)
Staff recommends an additional contract authorization of up to $8,602 for contingency if more than five proposals are received. Expenses may include development of optimal route maps, analysis and cost of reviewing the additional proposals beyond five.
Staff requests that the City Council award a contract services agreement for consultant services to HR Green, from the period of August 15, 2017 through March 1, 2018, for a total cost not-to-exceed $50,000.
V. FISCAL IMPACT
The total maximum contract award of $50,000, which includes the additional $8,602 optional authorization noted above. There will be no fiscal impact to the general fund. Staff is requesting the City Council authorize a transfer of funds from the FY 2017/18 budget savings of the vacant Administrative Secretary position in Account 01-80-010-001-5002 to the Professional Services Account 01-80-840-075-6004.
VI. EXHIBITS
1. RFP No. P17-18 Consultant to Review the Solid Waste Hauler’s Proposal for Citywide Solid Waste Management and Recycling Services. (pgs. 4-6)
2. HR Green Pacific Inc. - Request for Proposal. (pgs. 7-22)
3. Vendor List. (pg. 23)
4. Bid Register. (pgs. 24-26)
5. Resolution 17-116. (pg. 27)
Prepared by: Robin Wilson, Public Works Programs Administrator