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Agenda Report
February 6, 2023
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: CONTRACT AWARD TO SLOAN VAZQUEZ, INC. DBA SLOAN
VAZQUEZ MCAFEE FOR COMPLIANCE VERIFICATION REVIEW OF
COMMERCIAL WASTE HAULERS FOR AN AMOUNT
NOT-TO-EXCEED $204,525
RECOMMENDATION:
It is recommended that the City Council:
1. Find the proposed action is categorically exempt under the California Environmental Quality Act (CEQA) Guidelines in accordance with Section 15061(b)(3); and
2. Authorize the City Manager to enter into a contract, as the result of a competitive selection process as specified by Section 4.08.047 of the Pasadena Municipal Code, with Sloan Vazquez, Inc. to perform a compliance verification review of the commercial waste franchise haulers for a contract period of three years in the total amount not-to-exceed $204,525. Competitive Bidding is not required pursuant to City Charter Section 1002(F), contracts for professional or unique services.
BACKGROUND:
On November 3, 1992, the City Council adopted the Solid Waste Collection Franchise System as reflected in Chapter 8.61 of the Pasadena Municipal Code. The purpose of the ordinance is to provide standards and procedures for granting non-exclusive franchises for solid waste collection of commercial, industrial and multi-family residential accounts and to generate revenue for municipal purposes including but not limited to the preparation and implementation of an Integrated Waste Management Plan and maintenance of public streets given the impact by heavily laden vehicles.
The non-exclusive franchise system allows permitted haulers to collect, transport, dispose and/or recycle solid waste that is kept, accumulated, or produced in the City.
The terms and conditions include payment of a franchise fee based upon percentage of gross monthly receipts; security deposit; compliance verification review; vehicle inspections; conformance with generally accepted accounting principles for all accounts MEETING OF.02/06/2023AGENDA ITEM NO.1
Contract Award to Sloan Vazquez, Inc.
February 6, 2023
and revenue arising out of the operations; and specified reporting of collection, disposal, waste reduction, and recycling activities.
The City has been hiring consulting firms to conduct compliance reviews affranchise commercial haulers since 1999. These reviews ensure franchise commercial haulers' compliance with the non-exclusive solid waste franchise agreement, administrative rules and regulations, and all federal, state or local laws and regulations applicable to the operation of the franchise system.
On October 4, 2022, a Request for Proposal (RFP) was issued seeking consulting services to conduct compliance reviews of commercial waste franchise haulers. The RFP was posted on Planet Bids, which generated notices to 1,888 vendors. Sixteen vendors downloaded the RFP, 3 of which were local. In response to the RFP, one proposal was received by the deadline on October 24, 2022. The proposal was scored based on pre-established criteria listed in the RFP by a panel of three staff members who have experience with either waste management or compliance. The evaluation criteria and the panel's score is in Table 1:
Table 1: RFP Scoring Criteria
Proposed
Solution
ExperienceCost
Proposal
Local
Business
Small/Micro
Business
TOTAL(MAX
OF 100 POINTS)
RESPONSIVE PROPOSER
Sloan
Vazquez,
Inc. (Tustin,
CA)
3829190086
Staff recommends that Sloan Vazquez, Inc. be awarded the contract for franchise hauler compliance review. The proposed contract with Sloan Vazquez, Inc. fully complies with the Competitive Selection and Living Wage Ordinances. Sloan Vazquez, Inc. conducted compliance review services for the City of Pasadena's commercial solid waste franchise haulers for the past three years for a contract amount of $110,580.
Sloan Vazquez, Inc. will perform on-site compliance review of the franchise commercial waste haulers for the time period beginning January 1, 2021, through June 30, 2024 to determine franchisees' compliance or non-compliance with the non-exclusive solid waste franchise agreement, administrative rules and regulations, and all federal, state or local laws and regulations applicable to the operation of the franchise system. Each franchisee shall be responsible for full payment of any additional follow-ups required and conducted by the contractor. Failure to comply with the requirements noted by the contractor shall result in the franchise agreement not being approved for renewal or franchise termination.
Contract Award to Sloan Vazquez, Inc.
February 6, 2023
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goals to increase conservation and sustainability, maintain fiscal responsibility and stability, and ensure public safety.
ENVIRONMENTAL ANALYSIS:
The project has been reviewed for compliance with the CEQA and is exempt per Section 15061(b)(3). The project is covered by the general rule that CEQA only applies to projects that have the potential for causing a significant effect on the environment.
FISCAL IMPACT:
The total cost of this action will be $204,525 over three years. Funding will be addressed by the utilization of existing budgeted appropriations in the Refuse Collection Fund (Fund 406) (40622082-811400). It is anticipated that the entire cost will be spent over a three-year contract period with $68,175 in the current fiscal year. There is no anticipated impact to other operational programs, to the General Fund, or capital projects as a result of this action.
Respectfully submitted,
TONYOL^OS,P.E.
Director of Public Works
Prepared by:
7.^-^€^-
THANOS GAUTHIER
Public Works Administrator
Approved by:
^lARQUEZ
City Manager