CITY COUNCIL STAFF REPORT
January 21, 2025 {{section.number}}e
AUTHORIZE THE CITY MANAGER TO AWARD CONTRACTS FOR AS-NEEDED
HAZARDOUS WASTE MANAGEMENT AND EMERGENCY ENVIRONMENTAL RESPONSE SERVICES TO PATRIOT ENVIRONMENTAL SERVICES, INC. ANCON MARINE, CLEAN HARBORS, INC., AND J&L CONSTRUCTORS, INC. FOR CONTRACT TERMS OF FIVE YEARS; AUTHORIZE THE CITY MANAGER TO APPROVE EXPENDITURES UP TO $500,000
PER CONTRACT PER YEAR
RECOMMENDATION:
1. Authorize the City Manager to award contracts to Patriot Environmental Services, Inc., Ancon Marine, Clean Harbors, Inc., and J&L Constructors for as-needed emergency environmental response services, with each contract having a term of five (5) years.
2. Authorize the City Manager to approve expenditures up to $500,000 per contract, per year, within the approved budgets of the solid waste budget unit account 13030000-80030, wastewater budget unit account 61081000-80030 and storm drain budget unit account 6308000-80030.
BACKGROUND:
The City has contracted with at least one vendor for as-needed emergency response and environmental support services that have exceeded the City’s capacity since 2017. The range of services and contract amount varies based upon the City’s needs. Services have included emergency response and environmental support services including but not limited to sanitation services, spill management, biohazard containment, gray water release management, crime scene clean up and biowaste disposition. Historically, Police Services and divisions within Public Services and Engineering have been the most frequent utilizers of the emergency response and environmental support services.
ANALYSIS:
In an effort to enhance the City’s emergency preparedness and response capabilities and to augment operational capacity, the Public Services and Engineering Department issued a Request for Proposals (RFP) on June 20, 2024, for As-Needed Hazardous Waste Management and Emergency Environmental Response Services.
The scope of services outlined in the RFP included 24-hour emergency response for spills, hazardous waste management, and providing environmental support services that exceed the City’s capacity. The City received four proposals by the submission deadline of August 12, 2024.
After reviewing the proposals, staff recommends awarding contracts to Patriot Environmental Services, Inc., Ancon Marine, Clean Harbors, Inc., and J&L Constructors to provide robust emergency response and environmental support services. The selected firms possess the necessary qualifications, experience, and capacity to provide the required services in compliance with local, state and federal regulatory requirements. Each firm will be retained on an as-needed basis with no guaranteed minimum amount of work and will provide timely and effective emergency response and environmental support services.
By engaging multiple contractors and allowing the City Manager to have increased authority to utilize the contractors during emergencies, the City will have greater flexibility and access to emergency resources, which will ensure rapid response and continuity of operations, particularly during overlapping or critical incidents. This approach enhances the city’s ability to respond effectively and efficiently, minimizing potential delays and ensuring resources are available when most needed.
FISCAL IMPACT:
It is anticipated that expenses for each individual contract will be, at most, $100,000 per fiscal year with the potential to increase to $500,000 per fiscal year, during emergencies. Historically, annual emergency and environmental support services range between $20,000 and $100,000 during years without significant numbers of rain events, declared emergencies or critical incidences. These expenses are programmed in the solid waste budget unit account 13030000- 80030, wastewater budget unit account 61081000-80030 and storm drain budget unit account 6308000-80030.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
These contracts are exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15269, which pertains to emergency repairs to public facilities to maintain essential public services and to prevent or mitigate an emergency, including repairs that require a reasonable amount of planning. (CEQA Guidelines § 15269(b), (c).) The contracts are also exempt from CEQA per the Class 30 CEQA Guidelines section 15330 exemption for minor actions to prevent or minimize releases of hazardous wastes costing $1 million or less. (CEQA Guidelines § 15330.) The contracts are further exempt as regulatory actions taken to protect natural resources and the environment under the Class 7 and 8 exemptions at CEQA Guidelines sections 15307 and 15308. Finally, the contracts are exempt from CEQA per the Class 1 exemption at CEQA Guidelines section 15301 for repairs and maintenance of public facilities involving negligible or no expansion of existing or former uses.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Proposed Contract with Patriot Environmental Services, Inc.
2. Proposed Contract with Ancon Marine
3. Proposed Contract with Clean Harbors, Inc.
4. Proposed Contract with J&L Constructors Incorporated Submitted By: Public Services and Engineering Department / Sean Harris