City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 27, 2023 FROM: FINANCE, RISK MANAGEMENT WARDS: ALL
SUBJECT: APPROVE A PROFESSIONAL CONSULTANT SERVICES AGREEMENT FOR RFP 2260 - TRANSPORTATION AND REMOVAL OF HAZARDOUS MATERIALS TO CLEAN HARBORS ENVIRONMENTAL SERVICES, INC. of HIGHLAND, ca for AN AMOUNT NOT TO EXCEED $750,000 PER FISCAL year, including a 10% contingency in the amount of $75,000 for an aggregate total not to exceed of $825,000 per fiscal year, FOR A three-YEAR agreement TERM set TO EXPIRE on JUNE 30, 2026, WITH THE OPTION TO EXTEND FOR TWO ADDITIONAL ONE-YEAR TERMS, NOT TO EXCEED FIVE YEARS.
ISSUE:
Approve a three-year Professional Consultant Services Agreement for RFP 2260 to Clean Harbors Environmental Services, Inc. of Highland, CA, for Transportation and Removal of Hazardous Materials in the amount of $750,000, including a 10% contingency of $75,000 for an aggregate amount not to exceed $825,000 per fiscal year.
RECOMMENDATIONS:
That the City Council:
Approve a Professional Consultant Services Agreement for RFP 2260 for Transportation and Removal of Hazardous Materials to Clean Harbors Environmental Services, Inc. of Highland, CA, in the not-to-exceed amount of $750,000 per fiscal year through June 30, 2026; Authorize a 10% contingency of $75,000 for a total amount not to exceed $825,000 per fiscal year; Authorize the City Manager, or his designee, to execute the Professional Consultant Services Agreement with Clean Harbors Environmental Services, Inc, including making minor and non-substantive changes.
BACKGROUND:
Risk Management consolidated the City’s hazardous waste operations in 2019 and is currently responsible for the administration and management of the City’s sole hazardous waste provider. The City’s Hazardous Waste provider is tasked with characterizing, removing, transporting, recycling, treating, and properly disposing of hazardous, biological, and industrial wastes. The current hazardous waste hauler agreement is set to expire June 30th, 2023.
Hazardous waste operations are heavily regulated by the Environmental Protection Agency (EPA) and the State of California’s Department of Toxic Substances Control (DTSC). To ensure compliance with all regulations, the City assigns various hazmat responsibilities within the following staff as follows:
Staff Group
Roles & Responsibilities
Risk Management Division
Submitting the Department of Toxic Substances Control’s (DTSC) annual verification questionnaire.
Paying and submitting all hazmat related taxes and fees.
Renewing all operating permits with the County of Riverside.
Procuring a hazardous waste provider and paying all invoices for all hazmat activity citywide.
Maintain electronic records of all manifests.
Assist in responding to emergency responses.
Safety Managers
Ensure proper signage and notices at each site.
Serve as the primary contact for County of Riverside Hazmat Audits.
Maintenance and documentation of Safety Data Sheets (SDS).
Sending manifest copies to the State of California.
Field Staff
Request pickups and materials from the City’s hazmat provider.
Dispose of oily rags and any hazardous waste in proper barrels.
Maintain a clean and compliant hazardous working site.
In addition to assisting the City with routine hazmat services and work orders, the Hazardous Waste provider also plays a crucial role in responding to time sensitive hazmat calls such as oil spills on City right-of-way, bodily fluids left behind by third parties, and homeless encampment cleanups, among other calls that can range from small barrel pickups to large and complex chemical fires.
On February 22, 2023, the City’s Fire Department responded to a chemical fire at 2059 Atlanta Avenue. Due to the nature of the burned content, the City’s Public Works Environmental Compliance team needed the help of the City’s hazmat provider to mitigate the chemical spill that resulted from the fire. Due to forecasted rain, the hazmat contractor had to work quickly to clean and contain the debris and keep it from further contaminating the storm drains. The total cleanup costs from this incident totaled $663,382.57 which the City is in the process of subrogating from the business owners.
Since the inception of the current hazmat agreement, which is set to expire on June 30, 2023, the Risk Management Division processed three amendments, gradually increasing the allotted amount for the agreement from $250,000 to $1,750,000 as multiple hazmat emergencies arose through the lifetime of the existing agreement.
Risk Management will continue to monitor expenses and request amendments to the agreement as necessary to ensure that the City has enough funds to cover both routine and emergency hazmat responses.
The recommended provider will be responsible for servicing the following locations with EPA identification numbers and any other locations as needed:
Permanent EPA ID No’s.
CAD040502114
Corp Yard - GS Fleet
8095 Lincoln Ave, 92504
CAL000125170
Wastewater Plant
5950 Acorn St, 92504
CAL000129031
RPD - Aviation Unit
7020 Central Ave, 92504
CAL000173294
RPD - Lincoln
8181 Lincoln Ave, 92504
CAL000263583
RPU - Electric Division
2221 East ridge Ave, 92507
CAL000305521
Energy Resource Center
5901 Payton St, 92504
CAL000307528
Riverside Airport
6951 Flight Road, 92504
CAL000351710
Clearwater Cogen
1700 Railroad St, 92880
CAL000356241
RPD - Magnolia
10540 Magnolia Ave, 92505
CAL000385899
RPU - Adams
2911 Adams St, 92504
CAL000443921
Risk Management
3900 Main St, 92522
Having a qualified, insured, licensed, and bonded hazmat provider is critical to the successful hazmat operations of the City.
DISCUSSION:
RFP 2260 for the Transportation and Removal of Hazardous Materials was published February 17, 2023, on PlanetBids which is the City’s premier bidding platform. RFP 2260 was also advertised within The Press Enterprise, a local Riverside newspaper, on February 22, 2023. The RFP closed on March 14, 2023, at 4:00pm PST giving aspiring bidders 18 business days to prepare, review and submit a formal bid. The City did not require any bonds from the proposers for this bid.
The City received six bids, five of which were confirmed to be responsive bids and scored, and the remaining bid was invalidated and thus deemed non-responsive. The evaluation panel consisted of staff from HR-Safety, Public Works, Public Utilities, and Risk Management. After a comprehensive review by Purchasing, it was recommended that the City enter into an agreement with Clean Harbors Environmental Services Inc. The City initiated negotiations with Clean Harbors Environmental Services Inc. on Monday, May 4, 2023, and finalized all terms and conditions on Monday, May 15, 2023.
Vendor
Vendor’s Location
Ranking
Clean Harbor Environmental Services, Inc.
Wilmington, CA
1 Patriot Environmental Services, Inc.
Wilmington, CA
2 HCI Environmental
Corona, CA
3 Statewide Emergency Services, Inc.
San Bernardino, CA
4 Environmental & Chemical Consulting, Inc.
Mentone, CA
5 The Purchasing Manager concurs that the recommendation to award RFP 2260 to Clean Harbors Environmental Services, Inc. is in accordance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 2- Community Well-Being and Goal 2.6- Strengthen community preparedness for emergencies to ensure effective response and recovery.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Riverside is able to enlist the help of a vetted and qualified hazardous waste handler to ensure prompt and effective responses to hazmat incidents along with ensuring that the City remains in full compliance with state and federal hazmat rules and regulations.
Equity – Clean Harbors Environmental Services, Inc. is able to respond to all wards within Riverside at any time and day including overnight and weekend incidents.
Fiscal Responsibility – The City only pays for services and materials rendered. The City does not have to pay the full price of the agreement if services and materials are not used, nor does the City make advanced payments to Clean Harbors Environmental Services, Inc.
Innovation – The City has centralized hazardous waste operations which helps optimize resources, enhances coordination, and improves overall staff response time to citywide hazmat incidents.
Sustainability & Resiliency – The agreement supports the continuous service of all citywide hazmat operations in addition to offsite hazmat emergencies to ensure the safe and continuous use of public areas by all of Riverside’s residents and businesses.
FISCAL IMPACT:
The total fiscal impact of the action is $750,000. The funds for Risk Management are available in the Liability Insurance Trust Fund, Special Programs-Hazardous Materials Clean-Up account number 2320000-450337. Additionally, departments pay for their own operational hazardous waste operations from existing departmental budgets. Appropriations for future fiscal years will be included in the budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Kristie Thomas, Assistant Chief Financial Officer Certified as to
Availability of funds: Edward Enriquez, Interim Assistant City Manager/ Chief Financial Officer /City Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager/ Chief Financial Officer /City Treasurer Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Clean Harbors Environmental Services, Inc. RFP 2260 Response RFP 2260 Award Recommendation
Master Agreement
RFP 2260 Transportation and Removal of Hazardous Materials ● Page 4