Agenda #: 5.5
Meeting Date: May 2, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: EXTENSION OF THE AMENDED AND RESTATED AGREEMENT
BETWEEN CITY OF DIAMOND BAR AND VALLEY VISTA SERVICES
FOR BIN ROLL-OFF BOX CUSTOMER SOLID WASTE
MANAGEMENT SERVICES AND THE AMENDED AND RESTATED
AGREEMENT BETWEEN CITY OF DIAMOND BAR AND USA WASTE
OF CALIFORNIA, INC. (WASTE MANAGEMENT) FOR RESIDENTIAL
CART CUSTOMER SOLID WASTE MANAGEMENT SERVICES FOR A
PERIOD NOT TO EXCEED TWENTY-FOUR (24) MONTHS THROUGH
AUGUST 31, 2025
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the City Manager to provide required notice, extending the Amended and Restated Agreements Between City of Diamond Bar and Valley Vista Services, and USA Waste of California (Waste Management) for a period not-to-exceed Twenty-Four (24) Months through August 31, 2025.
FINANCIAL IMPACT:
None.
BACKGROUND/ANALYSIS:
Since 2000, Valley Vista Services (VVS) and Waste Management (WM) have been the City's exclusive commercial and residential solid waste haulers under three separately negotiated franchise agreements. At the April 5, 2022 Study Session, the City Council directed staff to begin a competitive procurement process with VVS and Waste Management with the stipulation that the haulers may submit proposals for individual sectors or for both residential and commercial services.
Staff is currently working with consultants from Sloan Vasquez to finalize the Request for Proposals (RFP) that will commence the procurement process. The RFP will include the terms and conditions the City will require in the next franchise agreement to meet service requirements, state mandates, and contract compliance standards, among other items. The RFP is expected to be released in late May.
Both franchises are due to expire August 31, 2023, but each contains a provision allowing the City to extend the agreements for a period up to 24 months, provided written notice is given at least 90 days prior to the expiration date. An extension of the current franchise agreements is required to provide adequate time to properly conduct the procurement, select a qualified vendor(s), and complete subsequent contract negotiations. The extension will also provide lead time necessary for the effective rollout of services compliant with terms negotiated during the current procurement process.
Upon authorization of the extensions, the new expiration date for both franchises will be August 31, 2025. In the event the procurement and selection of vendor(s) is completed and can be fully implemented in less than the 24-month extension period, the City may provide 90-day notice of termination to the current franchisees and begin the transition process.
LEGAL REVIEW:
The City Attorney has reviewed and approved this report.
PREPARED BY:
REVIEWED BY: