CITY COUNCIL STAFF REPORT
January 16, 2024 {{section.number}}c
AUTHORIZE THE CITY MANAGER TO AWARD A CONTRACT TO CLEAN EARTH ENVIRONMENTAL SOLUTIONS, INC. FOR HAZARDOUS WASTE COLLECTION SERVICES FOR A CONTRACT TERM OF THREE (3) YEARS WITH OPTIONS TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR TERMS; PROVIDE AUTHORITY TO THE CITY MANAGER TO EXERCISE RENEWAL OPTIONS FOR YEARS FOUR AND FIVE OF THE AGREEMENT; AND APPROVE A CONTRACT SUM OF UP TO $155,000 PER YEAR
RECOMMENDATION:
Authorize the City Manager to award a contract to Clean Earth Environmental Solutions, Inc. for Hazardous Waste Collection Services for a contract term of three (3) years with options to renew for two (2) additional one (1) year terms; provide authority to the City Manager to execute years four and five of the agreement; and approve a contract sum of up to $155,000 per year.
BACKGROUND:
To comply with state law and local needs, and to decrease the toxicity of landfills, the City of Coronado operates a Permanent Household Hazardous Waste Collection Facility (PHHWCF) located at the Public Services Yard at 101 B Ave. This facility allows residents to bring and safely drop-off household hazardous waste that is not permitted to be disposed of in the typical waste stream through the City’s Franchise Waste Hauler services provided by EDCO. The hazardous waste collected at the PHHWCF consists of used paint, degreasers, solvents, aerosols, batteries, e-waste, pesticides, fluorescent lamps, glues, excess or dirty fuel, and similar items.
Prior to the COVID-19 pandemic, the City operated the Household Hazardous Waste (HHW) site on a weekly basis. During the pandemic, due to the public health emergency requirements and staffing capacity challenges, services were temporarily halted and then reduced to bi-weekly. The City currently runs two collection events a month, with Public Services & Engineering (PSE) Department staffing the event. These events are well attended and provide a useful service to residents; 2199 total cars attended the City’s events during calendar year 2022.
The City also must manage its own hazardous waste that is generated in the normal course of City business. The hazardous waste generated through the City’s own operations typically consists of aerosols, used oil, medical waste, e-waste and fluorescent lamps.
After collecting, identifying, sorting, and packaging all of the household hazardous waste and the City-generated hazardous waste, the City utilizes a qualified service provider to ship and manage the waste in accordance with regulatory requirements. Historically, the City has used Clean Earth Environmental Services to assist with supervision of the PHHWCF services and for disposition of waste on an as-needed basis. Clean Earth suspended staffing of City events in September of 2022 due to staffing capacity challenges, while still managing the shipment of City wastes when the PHHWCF reaches capacity. During fiscal year (FY) 2022-23 the City spent approximately $110,000 to dispose of collected and generated hazardous waste.
In an effort to find an environmental service provider to support PCHHW operations, the City conducted a formal solicitation.
ANALYSIS:
On August 10, 2023, the City posted a Request for Proposals for Hazardous Materials and Waste Management Services. Proposals were opened on September 8, 2023, with the City receiving one proposal from Clean Earth Environmental Services, Inc. The proposal’s pricing as proposed in the attached Standard Services Agreement (Attachment 1) was assessed to be fair and reasonable based upon historical cost data and comparable market rates for disposal of similar materials.
FISCAL IMPACT:
Currently, there is a total of $89,700 budgeted for FY 2023-2024 for Household Hazardous Waste Disposal activities in Budget Unit 130320 – Solid Waste & Recycling. The total anticipated cost for the Hazardous Materials and Waste Management contract is expected to be between $125,000 and $175,000 annually depending on volumes of hazardous waste collected/generated.
Staff will monitor expenditures and will request adjustments at mid-year if additional appropriations are necessary.
ALTERNATIVE:
The Council may elect to not approve the contract and direct staff to conduct another solicitation.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Categorically Exempt per California Environmental Quality Act (CEQA), CCR 15308 PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Signed Contract – Standard Services Agreement
Submitted By: Public Services and Engineering Department / Sean Harris