Agenda Report
TO:
FROM:
Honorable Mayor and City Council
Water and Power Department
August 21, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO A CONTRACT WITH OCEAN BLUE ENVIRONMENTAL SERVICES, INC. TO PROVIDE HAZARDOUS
WASTE MANAGEMENT AND EMERGENCY RESPONSE SERVICES
FOR THE WATER AND POWER DEPARTMENT
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the authorization to enter a contract with Ocean Blue Environmental Services, Inc. is exempt from the California Environmental Quality Act (CEQA) pursuant to Title 14, Chapter 3, Section 15301, Class 1, (b) Existing Facilities; and
2. Authorize the City Manager to enter into a contract, based on a competitive selection process pursuant to Pasadena Municipal Code Section 4.08.047 with Ocean Blue Environmental Services, Inc. for hazardous waste management and emergency response services for the Pasadena Water and Power (PWP) Department for an amount not to exceed $375,000 over a period-of three years with two optional one-year extensions not to exceed $125,000 each, subject to the approval of the City Manager for a total value of $625,000 BACKGROUND:
During the normal course ofoperations, PWP facilities generate hazardous and non hazardous regulated waste in varying amounts. These wastes must be managed in accordance with applicable environmental regulations that include proper labeling, packaging, and offsite transportation to a legal point of disposal every 90 days or fewer if threshold quantities are exceeded. Wastes include, but are not limited to, oily wastes, paint wastes, rinsates, asbestos containing materials, and waste chemicals.
The proposed contract will provide for hazardous waste management services on an as needed basis, including labor, equipment, transportation, and associated documentation needed for the proper and legal disposal. Additionally, the proposed contract will provide occasional site remediation and clean up, and emergency response services on a 24- hour basis in the event of any critical hazardous materials spills.
MEETING OF 08/21/2023 AGENDA ITEM NO. __ 7 __ _
Agenda Report - Hazardous Waste Management and Emergency Response August 21, 2023
A Request for Proposals ("RFP") was posted in OpenGov on April 13, 2023, for the Hazardous Waste Management and Emergency Responses and transmitted to 2,839 vendors, including 43 local businesses. Of the five prospective bidders that attended the mandatory pre-proposal meeting and job walk on May 1, 2023, none were local. Four responsive proposals were received by the May 22, 2023, submission deadline and were independently evaluated by three Power Supply Business Unit staff. The outcome of the evaluation is provided in Table 1 :
a e . vauae cores or esDons1ve roposas . T bl 1 E I t d S t R . p Bidder Location Score
Ocean Blue Environmental Services, Inc. Long Beach, CA 93.3 Clean Harbors Environmental Services, Inc. Compton, CA 83.2 US Ecoloav (NRC Environmental Services, Inc. Long Beach, CA 80.5 HCI Environmental & Engineering Corona, CA 65.7
Patriot Environmental Services was disqualified due to failure to appear at the mandatory pre-proposal meeting.
Ocean Blue Environmental Services, Inc. met requirements of the RFP, received the highest evaluated score due to capabilities, relevant experience and the proposed costs, and is therefore recommended for award of the proposed contract.
Ocean Blue has been awarded ten prior Purchase Orders and one prior contract with a collective value of approximately $617,000. Staff Is not aware of any local vendors with the capabilities to perform the necessary services.
The terms of the proposed contract shall be three years, or until $375,000 has been expended, whichever occurs first with two one-year optional extension periods not to exceed $125,000 each, subject to the approval of the City Manager. If fully exercised, the total value of the contract will be $625,000.
COUNCIL POLICY CONSIDERATION:
The proposed contract supports the City Council's Strategic Goal to effectively improve, maintain, and enhance public facilities and infrastructure; to deliver reliable water and power services.
ENVIRONMENTAL ANALYSIS:
The proposed contract has been determined to be categorically exempt from CEQA per CEQA Guidelines Section 15301, Existing Facilities, which allows for the operation, repair and maintenance etc. of existing private and public facilities that involve negligible or no expansion of the use. The continued hazardous waste management and emergency response services are needed for uninterrupted operation and maintenance of the power plants and does not require or involve any expansion of the facility.
Agenda Report - Hazardous Waste Management and Emergency Response August 21, 2023
FISCAL IMPACT:
The total cost of this action, including the two optional one-year extensions, is $625,000.
Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Power Operating Fund 401 and the Water Operating Fund 402 accounts provided in Table 2:
Table 2: Ocean Blue Environmental Services - Total Costs for PWP Fund Division AccountStrin Total Co
47405910-811400 $150,00
Water Division 49507590-811400 $62,500
.Power Warehouse 42409210-811400 $40,625
Water 0 Warehouse 42407920-811400 $21,875
It is anticipated that $100,000 of the cost will be spent during the current fiscal year. The remainder of the costs will be spent over the next three fiscal years.
There is no anticipated impact to other operational programs or capital projects as a result of this action.
Respectfully submitted,
~•--General Manager
Water and Power Department
Prepared by:
Ch~fa;Jg ~
Engineer
Power Supply Business Unit
Approved by: ~ ·
~ -
MIGUELAROUEZ
City Manager
Attachment A - Evaluation Consensus Score Card