200 S. Anaheim Blvd.
Suite #276
Anaheim, CA 92805
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Fax: (714) 765-5161
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
DEPARTMENT OF PUBLIC WORKS
DATE: JUNE 13, 2023
FROM: DEPARTMENT OF PUBLIC WORKS
SUBJECT: PROFESSIONAL SERVICE AGREEMENTS FOR AS-NEEDED
CONSULTING SERVICES FOR SOLID WASTE CONSULTANT
SERVICES
ATTACHMENT (Y/N): YES ITEM # 18
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the Professional Services Agreement (Agreement) between the City of Anaheim (City) and the following as-needed solid waste consultants: EcoNomics, Inc.; HF&H Consultants, LLC.; MSW Consultants, Inc.; Stearns, Conrad and Schmidt Consulting Engineers, Inc.; and such other consultants as the Public Works Department may prequalify during the term of the Agreement; 2) Approve a not-to-exceed contract award amount of $1,000,000 per fiscal year for a three (3) year period, with two one-year renewal options, for the collective group of prequalified consultants;
3) Authorize the Director of Public Works, or designee, on behalf of the City, to execute the Agreements with each of the consultants and related documents, and to take any and all actions as necessary to implement and administer the Agreements, including any term extensions; and
4) Authorize de minimis changes that do not substantially change the terms and conditions of the Agreements, as determined by the City Attorney.
DISCUSSION:
The Public Works Department has historically used professional solid waste consulting services to support the programs and initiatives related to solid waste management, planning, and waste reduction. These specialized consultants assist the department’s staff in meeting state mandates related to solid waste reduction, recycling, and program implementation.
Jurisdictions must annually measure and self-report to the California Department of Resources and Recovery (CalRecycle) their progress set forth by Assembly Bill 939 Approval of Professional Service Agreements for As-Needed Consulting Services for Solid Waste Consultant Services June 13, 2023
(AB 939), known as the Integrated Waste Management Act. AB 939 was instituted to reduce the amount of solid waste sent to landfills. AB 1826 and SB 1383 are the most recent state mandates that local jurisdictions must comply with to further recycling and climate related goals. Effective January 2016, AB 1826 required high food-generating commercial customers to divert their food waste. The goal of SB 1383 is to redirect and recover 75% of organic material previously landfilled and increase edible food recovery by 20% by 2025. This legislation requires all residents, multi-family complexes, and businesses to have access to recycling programs that redirect and recover organic materials (food scraps and landscape waste) and recyclable materials such as paper, cardboard, and glass from landfills.
Due to the varied and time-sensitive nature of this work requiring the City of Anaheim to be in compliance with State mandates, retention of multiple consultants that are prequalified and available for work on short notice is recommended. This will ensure that immediate technical expertise and support are available to augment in-house staff resources in responding to critical compliance requirements.
As the City launches its organic recycling program in line with SB 1383 requirements, a significant level of resources will be needed utilizing our consultants to assist in providing education and outreach to approximately 53,000 residential customers, 46,400 multi-family customers and 3,700 commercial customers. The group of consultants prequalified and recommended for award of contract have expertise in the following areas: conducting site visits; development of public outreach programs; facilitation of public meetings; hosting workshops and seminars; developing surveys, flyers, posters, newsletters, social media; and developing and running contests, promotions, and public events. Furthermore, the prequalified consultants have all had varying levels of past experience with various solid waste tasks and projects, and therefore have a level of familiarity with the City’s unique needs, challenges, and goals.
Proposal Evaluations:
The process for prequalifying consultants began with a Request for Proposal (RFP) that was sent on March 9, 2023, to six consulting firms specializing in this field of solid waste work. The selected prequalified consulting firms will provide the following services:
1. Educational Programs and Public Outreach: These services include public outreach and educational programs for public and private entities, as well as evaluating and planning future programs to promote sustainability in the community.
2. Contract Management and Oversight Assistance: These duties shall include, but are not limited to, recycling and solid waste contract management and negotiations; compliance mandates; diversion program implementation; monitoring and reviewing monthly tonnage disposal report reconciliations; and performance monitoring.
3. Financial Analysis and Studies: These services include, but are not limited to, solid waste impact fee reviews for various programs and services; recycling, organics and solid waste rate analysis; audits of the City’s trash hauler which include billing, hauler fee payments, tonnage reports, and diversion compliance; rate development and validation; financial analysis and forecasting; proforma financial statements; as well as performing full contract compliance reviews.
Approval of Professional Service Agreements for As-Needed Consulting Services for Solid Waste Consultant Services June 13, 2023
4. Solid Waste and Recycling Legislation: These services include monitoring and ensuring that new legislation regarding solid waste and recycling is implemented through sustainable planning.
Responses to the City’s RFP were received from four firms. In accordance with the qualification-based selection procurement required by City Council Policy 4.1, Public Works identified the highest ranked proposals. The evaluation criteria included: the ability of each consultant to perform the specific services described in the RFP; qualifications of the specific individuals who will provide the services; expertise in the solid waste industry; the firm’s past experience in similar assignments; reasonableness of the fee requested to do the work; and the firm’s demonstrated record of success and positive remarks on current or previous work performed for other municipalities or enterprises. Upon evaluation of the proposals, the following consultants best met or exceeded the requirements of the RFP, and are recommended for prequalification:
EcoNomics, Inc.
HF&H Consultants, LLC
MSW Consultants, Inc.
Stearns, Conrad and Schmidt Consulting Engineers, Inc.
The recommended consultants have extensive technical experience in solid waste and proper licensing and insurance to perform the required services in the State of California. The total not-to-exceed contract award amount is $1,000,000 per fiscal year for a three (3) year period, with two one-year renewal options, for the collective group of prequalified consultants. When solid waste consultant services under the Agreement are required, Public Works will invite the prequalified consultants to submit a proposal outlining the scope of work, fee schedule, and availability for work with the required schedule at a reasonable cost. A written Notice to Proceed establishing a not-to-exceed amount will be issued to the consultant awarded the task.
These Agreements with the recommended prequalified consultants will provide the Public Works Department with the flexibility, resources and subject matter experts to guide the City in the implementation of programs to comply with the various State mandates outlined previously.
IMPACT ON BUDGET:
Sufficient funds are available in the Public Works Department’s Sanitation Fund budget.
Subsequent years will be subject to Council’s approval of budget appropriations.
Respectfully submitted,
Rudy Emami
Director of Public Works
Attachment:
1. Professional Services Agreement template