CITY OF POMONA
COUNCIL REPORT
March 20, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: RESOLUTION TO AMEND THE FISCAL YEAR 2022-23 OPERATING BUDGET BY APPROPRIATING $50,000 FROM FRANCHISE FEE FUNDED PROGRAMS FUND RESERVES TO PAY DUMPING FEES, AND AWARD RETROACTIVE CONTRACT TO ATHENS SERVICES, INC. TO PROVIDE SUPPLEMENTAL BULKY ITEM PICK-UP AND ILLEGAL DUMPING ABATEMENT SERVICES RECOMMENDATION:
It is recommended that the City Council take the following actions:
Adopt the following resolution:
RESOLUTION NO. 2023-41 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, AMENDING THE FY 2022-23 OPERATING BUDGET BY APPROPRIATING $50,000 FROM THE FRANCHISE FEE FUNDED PROGRAMS FUND RESERVES FOR DUMPING FEES; and Retroactively award a five-month contract, beginning February 8, 2023 through June 30, 2023, to Athens Services, Inc. for an amount not-to-exceed $207,944, of which $116,760 is for supplemental bulky item pick-up services and $91,184 for supplemental illegal dumping abatement services; and Authorize the City Manager to execute the contract and all necessary documents/amendments, subject to approval by the City Attorney.
EXECUTIVE SUMMARY:
Approval of the Resolution (Attachment No. 1) will appropriate $50,000 from the Franchise Fee Funded Programs Fund Reserves for required dumping fees. In addition, approval of the recommended actions will allow the City to enter into an emergency contract with Athens Services, Inc. (Athens) for supplemental bulky item pick-up and illegal dumping abatement services needed throughout the City of Pomona. These supplemental services by Athens are necessary to combat the increased illegal dumping in “hot spots” and other locations in the City, and to meet the increased demand of bulky item pick-up requests.
FISCAL IMPACT:
There is sufficient fund balance in the Franchise Fee Funded Programs fund reserves (Fund 587) to cover the expense related to dumping fees. Funding for supplemental bulky item pick-up and illegal dumping abatement services is available in FY 2022-23 Refuse Operating Budgets 587-2514-52285-00000 and 587-2505-52285-00000.
PREVIOUS RELATED ACTION:
On February 1, 2021, the City Council awarded a bid to Valley Vista Services for citywide bulky item pick-up services. Both parties have agreed to the expiration of the agreement after the one-year initial term and one-year extension.
DISCUSSION:
The City of Pomona provides bulky item pick-up services for residents. This residential curbside bulky item pick-up service is provided by appointment and coordinated with Valley Vista Services as the City’s former supplemental hauler. The City receives approximately sixty (60) bulky item pick-up service requests daily. The contract with the former hauler expired on February 7, 2023; unfortunately, the former hauler could not extend the agreement due to a recent increase in fuel prices. Furthermore, the City also provides collection of illegally dumped materials in public rights-of-way, such as alleys, parkways, sidewalks, and streets. Certain areas of the City more prone to illegal dumping (referred to as “hot spots”) are monitored regularly, and illegally dumped materials are removed every two working days. Due to a lack of staff resources, the City is unable to meet the demands of these service requests.
An invitation to bid on these supplemental services was sent to the City’s current commercial haulers via email, and only Athens responded. Due to health and safety impacts, and to assist with the backlog of service requests, it was imperative to have Athens perform these services as soon as possible. The agreement has been executed; however, we request that it be retroactively approved by City Council.
Prepared by:
Maritza Sosa-Nieves, Senior Management Analyst
Attachment 1 – Resolution No. 2023-41
Appropriate $50,000 from Franchise Fee Funded Programs Fund Reserves and Award of Retroactive Contract to Athens Services, Inc. for Supplemental Bulky Item Pick up and Illegal Dumping Abatement Services