City Council Agenda Report
Meeting Date: May 20, 2025
From: Freddie Agyin, Director of Health and Environmental Control Department: Health and Environmental Control
Submitted by: Dulce Gonzalez, Management Analyst
Subject
Professional Services Agreement with Raftelis Financial Consultants, Inc. (Raftelis) for Solid Waste Management Consulting Services
Recommendation
A. Find that it is commercially unreasonable to rebid the proposed contract within three years, pursuant to Vernon Municipal Code Section 3.32.110 (B)(3); and B. Approve and authorize the City Administrator to execute a Professional Services Agreement with Raftelis, in substantially the same form as submitted, for solid waste management consulting services for an amount not-to-exceed $205,000 over a five-year term.
Background
The Department of Health and Environmental Control (DHEC) recognizes that an effective solid waste management system is essential for safeguarding public health, safety, and the environment in the City. Currently, the City utilizes a non-exclusive franchise system, with 16 permitted haulers providing waste collection services to residential and commercial customers.
Although this system has served the community well for many years, DHEC has identified the need for a comprehensive evaluation to assess its ongoing effectiveness and identify potential improvements. This evaluation will examine system performance, explore alternative models, and recommend a strategy aligned with the City’s long-term operational and environmental goals.
In accordance with Vernon Municipal Code (VMC) Section 3.32.080, the DHEC issued a Request for Proposals (RFP) for Solid Waste Management Consulting Services on March 10, 2025. In response to the RFP, the City received five proposals from qualified firms, which were evaluated based on their experience, cost, references, and responsiveness. After careful review, Raftelis was selected as the most qualified firm based on the collective ratings of the evaluators.
Pursuant to Public Resources Code Section 49520 et seq., the City issued a five-year notice to its franchisees on January 1, 2025, regarding the transition to an exclusive franchise system for solid waste management services. This notice fulfills the statutory requirement to inform franchisees about the shift from the current non-exclusive system to a future exclusive model, scheduled to take effect after the five-year notice period. Given the project's complexity, including the need to assess system performance, explore alternatives, and develop an implementation strategy, the City needs to have expert guidance throughout the evaluation and transition process. Therefore, executing this contract with Raftelis is critical to ensure necessary improvements are identified and implemented before the five-year notice period expires.
Pursuant to VMC Sections 3.32.220(B) and 3.32.110(B)(3), rebidding the contract within the next three years would be commercially unreasonable due to the specialized nature of the required services and the need for continuity during the evaluation and implementation phases.
Staff recommends that the City Council approve a Services Agreement with Raftelis for Solid Waste Management Consultant Services in the amount not to exceed $205,000 for a five-year period. Pursuant to VMC Section 3.32.030(A), City Council Approval is required for the proposed agreement, as the value of the contract exceeds $100,000.
The proposed agreement has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
The fiscal impact is not-to-exceed $205,000. Sufficient funds are available in the General Fund, Health Department, Technical Professional Services Account No. 011-020-200-529225 for the current fiscal year and will be budgeted in subsequent fiscal years.
Attachments
1. Solid Waste Management Consulting Service Agreement