City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 14, 2026 FROM: FINANCE DEPARTMENT WARD: ALL SUBJECT: PROFESSIONAL CONSULTANT SERVICES AGREEMENT FROM RFP NO. 2522 WITH CLEAN HARBORS ENVIRONMENTAL OF HIGHLAND, CALIFORNIA FOR TRANSPORTATION AND REMOVAL OF HAZARDOUS MATERIALS FOR THE TERM OF THREE YEARS ENDING ON JUNE 30, 2029, FOR $3,000,000, IN THE AMOUNT OF $1,000,000 ANNUALLY PLUS 10% CHANGE ORDER AUTHORITY IN THE AMOUNT OF $300,000 FOR A TOTAL AGREEMENT AMOUNT OF $3,300,000 ISSUE:
Consider approving a Professional Consultant Services Agreement from RFP No. 2522 with Clean Harbors Environmental of Highland, California for transportation and removal of hazardous materials for the term of three years ending on June 30, 2029, for $3,000,000 in the amount of $1,000,000 annually plus 10% change order authority in the amount of $300,000 for a total agreement amount of $3,300,000.
RECOMMENDATIONS:
That the City Council:
Approve a Professional Consultant Services Agreement from RFP No. 2522 with Clean Harbors Environmental of Highland, California for transportation and removal of hazardous materials for the term of three years ending on June 30, 2029, for $3,000,000 in the amount of $1,000,000 annually plus 10% change order authority in the amount of $300,000 for a total agreement amount of $3,300,000; and Authorize the City Manager, or designee, to execute the Agreement with Clean Harbors Environmental including making minor and non-substantive changes, including extensions up to two additional one-year terms, subject to the availability of budgeted funds.
BACKGROUND:
Many of the City’s departments include some level of hazardous waste operations. 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
ROLES & RESPONSIBILITIES
Finance Department- Risk Management
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.
Human Resources- Safety
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.
Site Contact
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.
The City issued two temporary EPA ID numbers in calendar year 2025 for the Main Museum’s renovation. A permanent EPA was approved on March 26, 2026, and will be deactivated once the project is complete.
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
CAL
Museum Renovation
DISCUSSION:
The City’s hazardous waste contractor will provide emergency and non-emergency hazmat services that encompass the characterization, removal, transportation, recycling, treatment, and proper disposal of hazardous, biological, and industrial solid and liquid waste. The Contractor must have the technical expertise, experience, supervision, and management capabilities necessary to perform all activities associated with hazardous waste handling and disposal. These activities include providing oncall technical services for hazardous waste disposal and emergency response, responding to pickup requests for unknown substances abandoned on public rightofway, and coordinating with City staff to collect waste from various facilities.
The Contractor will also be responsible for picking up mixed waste oils; delivering new coolant and other hazardous waste maintenance materials such as drums to wastegenerating sites; assisting staff with periodic clarifier cleanouts; and responding to emergency requests involving biohazards, sharps, needles, drug paraphernalia, and other contraband. Additional required services include containment, recovery, repackaging, and removal of materials; site evaluation, decontamination, and restoration; transportation, storage, treatment, and disposal of waste; and technical services such as sampling, laboratory analysis, and related support.
SUMMARY OF PRIMARY WASTE STREAMS FOR CALENDAR YEAR 2025
WASTE STREAM
PERCENT OF TOTAL WASTE PROFILE
Alcohol Based Sanitizer
33%
Biohazard Waste (blood, clothing, swabs, & vials)
27%
AP-585 Armor Flex Silicone Roof Coating Sludge
24%
AFFF 1 - 3% in 5gal Containers
13%
Absorbents/Kitty Litter/ Pads
2%
MISC: Big Green Box Lithium Batteries For Reclamation, Aerosols, Antifreeze, Absorbent with Ferric Chloride, Ammonia Scrubber 1%
Purchasing Overview
On December 11, 2025, the City’s Purchasing Division (Purchasing) issued Request for Proposals (RFP) No. 2522 on PlanetBids seeking prospective proposers to provide transportation and removal of hazardous materials.
The solicitation notification is summarized in the table below:
Action
Number of Vendors
External Vendors Notified
500
City of Riverside Vendors Notified
216
Vendors who downloaded the RFP
34 Proposals received
8 A total of 21 questions were received from prospective proposers, and 1 addendum was posted. RFP No. 2522 closed on January 20, 2026, with a total of 8 responses. All responses were found to be responsive and responsible.
Under the guidance of Purchasing, 3 City staff from Human Resources, Finance and Public Utilities, evaluated the proposals for 1 round, which resulted in Clean Harbors Environmental ranking No. 1. The evaluation criteria, total points and rankings for each evaluation round are summarized in the tables below.
Round 1 – Evaluation Criteria
Evaluation Criteria
Total Points
Qualifications
30%
Experience (Project of similar size and scope)
20%
Approach and Methodology
15%
Professional References
10%
Pricing
25%
Round 1 – Evaluation Results
Vendor
Location
Evaluation Scores
Rank
Clean Harbors Environmental
Highland, CA
911.91
1 Forensiclean LLC
San Bernardino, CA
830.00
2 GrayMar Environmental Services, LLC
Cherry Hill, NJ
752.20
3 Alpha Petroleum Transport, Inc. II
Corona, CA
720.00
4 Environmental Logistics, Inc.
Bloomington, CA
706.47
5 HCI Environmental
Corona, CA
692.19
6 American Integrated Services, Inc.
Wilmington, CA
648.37
7 NRC Environmental Services, Inc.
Long Beach, CA
611.32
8 This action is pursuant to Purchasing Resolution 24101, Section 508 which states, “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder, except that…(c) Contracts procured through Formal Procurement for Services or Professional Services, where a Request for Proposals or Request for Qualifications was used to solicit Bids, shall be awarded by the Awarding Entity in accordance with the evaluation criteria set forth in the Request for Proposals or Request for Qualifications…” The Purchasing Manager concurs that the recommended action is compliant with Purchasing Resolution 24101.
FISCAL IMPACT:
The total fiscal impact of the actions of this report is a total of $3,300,000, including a 10% contingency, over a 3-year term.
Sufficient funds for Fiscal Year 2026-2027 in the total amount of $250,000 is available in the Liability Insurance Trust Fund Account No. 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: Jackie Godinez, Risk Manager
Approved by: Sergio Aguilar, Deputy Finance Director
Certified as to
availability of funds: Julie Nemes, Interim Finance Director Approved by: Edward Enriquez, Acting City Manager/Treasurer Approved as to form: Rebecca McKee-Reimbold, Interim City Attorney Attachments:
Award Recommendation
Clean Harbors Proposal
3-Year Services Agreement
RFP No. 2522 Hazardous Waste Removalh Page 5