Agenda Report
Fullerton City Council
MEETING DATE: SEPTEMBER 17, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: stephen bise, public works director
PREPARED BY: JEROME JOAQUIN, ADMINISTRATIVE MANAGER
michelle DURON, solid waste and recycling specialist
SUBJECT: AGREEMENT WITH SMART 1383 FOR ENVIRONMENTAL SERVICES RECORDKEEPING SOFTWARE SYSTEM
SUMMARY
Staff requests City Council approve a $112,071.50 purchase order with SMART 1383 for a comprehensive environmental services software system to comply with state and federal mandated recordkeeping and reporting requirements.
PROPOSED MOTION
Authorize Administrative Services Director, or designee, to issue a $112,071.50 purchase order to SMART 1383 for a comprehensive environmental services software system.
Authorize City Manager, or designee, to execute and administer agreements and documentation necessary to procure environmental services recordkeeping software system.
ALTERNATIVE OPTIONS
Approve Proposed Motion
Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the proposed motion.
CITY MANAGER REMARKS
The City Manager recommends approval.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Fiscal and Organizational Stability.
FISCAL IMPACT
This item has no net fiscal impact on General Fund (Fund 10) since grant funding and the Refuse Fund (Fund 46) partially support the SMART 1383 environmental services software purchase. The Fiscal Year 2024-25 Budget includes costs to support software and implementation costs. The cost for the environmental services compliance software system totals $112,071.50 over a three-year period.
The SMART 1383 purchase order term expires three years from the software program implementation date. Staff estimates a $34,995 annual (calendar year) cost thereafter to continue working with SMART 1383, should the City desire. Staff would continue pursuing grants to support this on-going cost.
BACKGROUND AND DISCUSSION
State mandated solid waste and recycling, including federal municipal stormwater environmental regulations, have imposed unique record keeping responsibilities on local governments to demonstrate local government compliance over the past three decades. These records help regulated entities submit reports and prepare for required regulatory agency compliance inspections. Recordkeeping and reporting requisites have become more stringent and detailed through the years and increased the need for diverse and individualized recordkeeping software systems.
City staff researched various recordkeeping software options related to Assembly Bill 341 Mandatory Commercial Recycling, Assembly Bill 1826 Mandatory Commercial Organics Recycling, Senate Bill 1383 Short-Lived Climate Pollutants, Senate Bill 1374 Construction and Demolition (C & D) and the Federal Water Pollution Control Act (Clean Water Act) Municipal Stormwater Program and determined the City would need three software systems meet recordkeeping goals, all at varying costs and distinct implementation timelines.
Customizing an existing software to create one comprehensive environmental services software system to streamline compliance with mandated recordkeeping requirements proved the most innovative option. City staff noted configuring C & D, stormwater programs and waste hauler reporting into an existing solid waste and recycling software would provide the most beneficial and cost-effective compliance method.
Staff conducted an informal Request for Information (RFI) for this specialized request with the four solid waste and recycling software system firms in the industry to discern concept feasibility and associated costs. Staff did not have the option to procure this software through a cooperative agreement, sole source or supplemental agreement from other agencies since this unique request does not exist in the marketplace. Staff needs to establish a systematic recordkeeping program in a timely fashion with the SB 1383 Compliance Action Plan pending finalization.
Staff received four cost proposals with quotes for solid waste and recycling software systems in May 2024. Two of the proposals included C & D, hauler reporting and stormwater configuration options. One proposal could configure the specifications within a swift timeline.
Proposer:
Date:
Proposal Amount:
Minerva
5/17/2024
Annual Cost $27,000
Annual Hauler Data Cost $500
CityGreen Connect
5/29/2024
Annual Cost $22,000
Annual Generator Management Cost $4,500
(One Time Setup Cost $7,500)
Annual Franchise & Permit Management Cost $1,200
(One Time Setup Cost $2,500)
Annual Stormwater Cost $3,000
(One Time Setup Cost $0)
Routeware
5/31/2024
Annual Cost $21,165
SMART1383
5/31/2024
Annual Cost $24,995
Annual C&D Cost $2,500
(One Time Setup Cost $4,995)
Annual Hauler Reporting Cost $0
(One Time Setup Cost $2,995)
Annual Stormwater Cost $7,500
(One Time Setup Cost $4,995)
Staff reviewed and evaluated the costs proposals and determined SMART 1383 as the firm most capable firm to provide a comprehensive environmental software solution and supply the integrated configurations in a timelier manner. Staff recommends awarding a $112,071.50 purchase order to SMART 1383 for a comprehensive environmental services software system to comply with state and federal mandated recordkeeping and reporting requirements. Implementing an unprecedented system of this kind would demonstrate inspired efforts towards meeting mandated recordkeeping regulations.
Attachments:
Attachment 1 – Minerva Proposal
Attachment 2 – City Green Connect Proposal
Attachment 3 – Routeware Proposal
Attachment 4 – SMART1383 Proposal
cc: City Manager Eric J. Levitt
Environmental Services Recordkeeping Software Agreement September 17, 2024 - Page 2