COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Shad S. Springer, Director of Utilities
DATE: June 17, 2025
SUBJECT: Adoption of a Resolution A pproving a Professional Services Agreement with C lean Earth Environmental Solutions, Inc. for Household Hazardous Waste Collection Services at the Santa Maria Regional Landfill and Authorizing City Manager to Execute Agreement.
Description:
The City Council will consider adopting a Resolution authorizing an agreement with Clean Earth Environme ntal Solutions, Inc. for household hazardous waste collection and processing services at the Santa Maria Regional Landfill.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
Adopt a Resolution Approving a Professional Services Agreement with Clean Earth Environmental Solutions, Inc. to Provide Household Hazardous Waste Collection Services at the Santa Maria Regional Landfill and Authorize City Manager or Designee to Execute Agreement.
BACKGROUND:
The Santa Maria Regional Landfill (SMRL) is a Class III disposal facility owned and operated by the City of Santa Maria (City). The landfill serves both residential and commercial customers. As part of landfill operations, the city operates an on -premises permanent household hazardous waste collection facility (PHHWCF), which has been in operation since 1992.
The PHHWCF is currently permitted by the Santa Barbara County Public Health Department. The permit allows operating hours on Wednesdays from 10:00 a.m. to 1:00 p.m. and Saturdays from 9:00 a.m. to 3:00 p. m. Additionally, local businesses that generate small quantities of household hazardous waste may use the facility by appointment only on Wednesdays from 8:00 a.m. to 10:00 a.m.
Due to the part-time nature of the facility's operation and the specialized certifications and training required for handling these waste streams, staffing the facility with contract labor 2 is more efficient. Full -time City staff remain responsible for permit reporting, oversight, and operational direction.
The city encourages proper disposal of household hazardous waste by residential and small businesses within the community. This is a service offered free of charge, which is an industry standard for landfill operations. The operation helps to divert hazardous material from being disposed of in the landfill and facilitates potential recycling and reuse.
DISCUSSION:
The City’s current contract for these services is set to expire on June 30, 2025. City staff advertised a request for proposals (RFP) on the Planet Bids portal on Apr il 3, 2025.
Notifications were sent to 25 companies on the City’s vendor list and to an additional 250 vendors outside the list. Seven firms expressed interest by downloading the RFP, but only two proposals were submitted by the deadline. City staff also conducted a site walk of the PHHWCF on April 23, 2025.
Proposals were evaluated by a selection committee based on criteria including expertise, experience, project approach, and cost. Following the evaluation and interviews, Clean Earth Environmental Solu tions, Inc. was the unanimous selection of the scoring team.
Subsequently, City staff negotiated contract terms with Clean Earth Environmental Solutions, Inc.
The draft proposed agreement (Attachment “B”) is for an initial term of three years, with two optional one-year extensions. The cost is estimated to be $300,000 for the first year, with cost adjustments in subsequent years based on the Producer Price Index (PPI) to account for inflation. The rates for labor and disposal services are based on estimat ed waste volumes from previous years using historical data and anticipated demand, ensuring cost projections are as accurate as possible.
If authorized by City Council, the Utilities Department will work with Clean Earth Environmental Solutions, Inc. to finalize and execute the agreement in substantial conformance with the attached draft agreement, subject to City Attorney approval.
Alternatives:
The City Council may:
(1) Decline to authorize the agreement, reject all proposals, and direct City staff to reissue the RFP. This will require extending the current contract until a new procurement process is completed.
(2) Decline to authorize the agreement and direct staff to discontinue PHHWCF operations. This will leave the community without convenient options for proper household hazardous waste disposal and increase the risk of landfill contamination.
(3) Decline to authorize the agreement and require City landfill staff to operate the facility. This will necessitate obtaining all necessary certifications and training, increasing costs and liability to the City.
3 Fiscal Considerations
The agreement is estimated to be $300,000 in the first year, based on historic quantities and unit pricing. Funding is available within the approved Solid Waste Disposal Fund 010 (Enterprise Fund) budget.
Impact to the Community:
Continuing the uninterrupted operation of the PHHWCF will allow City residents and small businesses to dispose of household hazardous waste properly and free of charge. In 2024, approximately 2,000 households and small businesses participated in the program, resulting in the safe collection of about 140 tons of hazardous waste.
Impact to the City
Finalizing and executing the agreement will allow household hazardous waste collection and processing services to be provided uninterrupted to the community.
Attachment(s)
A. Resolution
B. Draft Agreement