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Home My WebLink AboutAGENDA REPORT 1998 1118 CC REG ITEM 10DTO: FROM: DATE: City of Moorpark Agenda Report The Honorable City Council ITEM_10� l0{.735 CITY OF MOORPARK, CAUrORNTA City Cow»cia hleetinl! of II - ACTION- By.. John Brand, Senior Management Analyst November 10, 1998 (CC meeting of November 18, 1998) SUBJECT: Consider an Amendment to the Agreement Between the Cities of Moorpark, Simi Valley, Thousand Oaks and the County of Ventura, and Advanced Environmental Services (AETS) for regular monthly Household Hazardous Waste (HHW) Collection Services. SUMMARY If approved, this Agreement Amendment (see Attachment A) would start eleven monthly Household Hazardous Waste (HHW) events per year to service the East Ventura County area. The events would be held at the GI Industries yard at 195 West Los Angles Avenue in Simi Valley, under a multi - jurisdictional agreement. Annual HHW collection events at the Metrolink parking lot and the weekly limited events at the Resource Conservation Center (RCC) would be eliminated. BACKGROUND For several years, the City of Moorpark has sponsored annual HHW round ups in the Metrolink parking lot through a Cooperative Agreement between the County, and the Cities of Simi Valley and Thousand Oaks. AETS has been a hazardous waste contractor under this Agreement. The City also sponsors the weekly Resource Conservation Center (RCC) collection of certain specific items in a joint effort with the City of Simi Valley, under a separate Agreement. Residents could also attend HHW events in neighboring Cities. As most HHW events occur in spring, there are many months when residents have no means to dispose of HHW. The demand for more convenient and appropriate means of disposing of HHW has grown. The City's on -going public awareness effort is to educate 0004 HHW Facility CC Meeting of November 18, 1998 Page 2 Moorpark residents on waste reduction, reuse, recycling and to avoid improper disposal of materials that may harm the environment. The disposal of HHW materials into landfills is prohibited. The weekly RCC is limited to accepting only antifreeze, batteries, used motor oil & filters and latex paint. This type of facility is sometimes referred to as an "ABOP" (antifreeze, batteries, oil & paint). Those items are readily recyclable. Many other common HHW items are not accepted at the weekly RCC. Household cleaners, solvents, pool chemicals, pesticides, and oil -based paints are among the common HHW items that are only accepted at the annual HHW collection sites. DISCUSSION If approved, the Agreement Amendment (Attachment A) would institute eleven monthly HHW collection events per year, at a fixed place, the GI Industries yard at 195 W. Los Angeles Avenue in Simi Valley. By having less than twelve events per year, it allows the site to qualify for a less stringent state permitting requirement. Technically, each monthly HHW collection event is a separate temporary event. Only a minimal amount of permanent site improvements will be made. The improvements will be just enough to facilitate set up, processing and temporary storage of HHW materials. There will also be on -site storage of supplies between monthly HHW events. The site selected is a portion of the GI Industries yard at 195 West Los Angeles Avenue in Simi Valley. The City of Simi Valley has determined that this is an acceptable use under GI's current Conditional Use Permit, that anticipated additional traffic can be accommodated, and that no further planning approvals would be necessary. The HHW collection events will be held on the third Saturday of the month, January through November. There will not be a collection event in December. December was chosen as the off month due to weather and holiday considerations. Staff believes that the eleven monthly events will provide more comprehensive and convenient HHW collection service at a cheaper cost to the City. The per- vehicle cost will be less, allowing for a combination of savings and increased participation by Moorpark residents with no additional expenditure. The average cost last year for all events (HHW $64.92 per vehicle. The first year cost under would be $60.46 per vehicle, saving the City & RCC combined) was the new arrangement $4.46 per vehicle. 0001346 HHW Facility CC Meeting of November 18, 1998 Page 3 Last year the total Moorpark combined participation in HHW & RCC events was 325 vehicles, costing $21,097.27. An additional twenty - five Moorpark residents will be able to participate in the new monthly events without any increase in expenditures. It may be prudent to assume that higher participation may result from the greater convenience offered by the monthly events. Under the operating plan developed, the Resource Conservation Center (RCC) will conduct its last weekly event on Saturday, November 21. Additionally, it is recommended that the Council consider terminating the RCC Agreement, and direct staff to notify Simi Valley of such action. The new facility at 195 West Los Angeles Avenue in Simi Valley is expected to become operational on Saturday, January 16, 1999. RECOMMENDATION Approve Modification #2 of Agreement between the City of Moorpark and the City of Simi Valley and the City of Thousand Oaks and the County of Ventura, and Advanced Environmental Technical Services, for Provision of Regional Household and Conditionally Exempt Small Quantity Generator (CESQG) Hazardous Waste Collection Program Services, authorize the Mayor and Staff to execute the Agreement, and terminate the Agreement between the City of Simi Valley /Simi Valley County Sanitation District and the City of Moorpark for joint use and funding of the Resource Conservation Center, and direct staff to notify Simi Valley of such action. HHW facility `� EXHIBIT A — Modification #2 MODIFICATION #2 OF AGREEMENT BETWEEN THE CITY OF MOORPARK AND THE CITY OF SIMI VALLEY AND THE CITY OF THOUSAND OAKS AND THE COUNTY OF VENTURA, AND ADVANCED ENVIRONMENTAL TECHNICAL SERVICES, FOR PROVISION OF REGIONAL HOUSEHOLD AND CONDITIONALLY EXEMPT SMALL QUANTITY GENERATOR (CESQG) HAZARDOUS WASTE COLLECTION PROGRAM SERVICES This contract is made and entered into this _ day of in the year 1998, by and between the City of Moorpark, the City of Simi Valley, the City of Thousand Oaks, and the County of Ventura, hereinafter referred to as SPONSORS, and Advanced Environmental Technical Services (AETS), hereinafter referred to as CONTRACTOR. WHEREAS, there now exists a binding contract dated September 10, 1996, and a modification to the contract dated June 2, 1998, between SPONSORS and CONTRACTOR hereinafter referred to as AGREEMENT, for provision of regional household and conditionally exempt small quantity generator (CESQG) hazardous waste collection program services, for funds appropriated by the governing body of each SPONSOR for this purpose for each fiscal year in which the AGREEMENT is in effect; and WHEREAS, it has become necessary to adjust CONTRACTOR'S rates as allowed in Article 3, Section 3 of the AGREEMENT; and WHEREAS, it has become necessary to update Exhibit A to reflect those rate changes; and WHEREAS, SPONSORS and CONTRACTOR desire to modify the terms of said existing AGREEMENT; NOW THEREFORE, the parties hereto agree as follows: All provisions of the existing AGREEMENT shall remain in full force and effect unless expressly modified by this contract. The AGREEMENT shall be modified as follows:. I. Replace ARTICLE 3 - FUNDING COMMITMENT, Section 3 with: 3. Adjustment to Rate Schedules Each SPONSOR and the CONTRACTOR shall have the right to seek an adjustment in the Rate Schedules provided in Exhibit A, Section V if any one party can demonstrate that the rates for services have decreased or increased in an amount equal to or in excess of 10 %. In such event, the party seeking an adjustment shall provide written notice of request for cost adjustment to all other parties with written justification for the request. Notice must be provided at least sixty (60) days in advance of the application of the proposed adjustment. Upon receipt of such notice, each SPONSOR and the CONTRACTOR shall meet within ten (10) working days to negotiate the appropriate level of cost -adjustments. In the event that the parties cannot agree on the appropriate level of cost adjustment, each SPONSOR or the CONTRACTOR may terminate its participation in this Agreement by providing one - hundred -eighty (180) calendar days notice to all parties. II. Replace subsection 1(h) of Exhibit A, Revision #1, Section B, Services for Temporary Collection Events with: h, des of HHW Handled and Waste Management Method Utilized — No later than two weeks prior to each event, the SPONSORS shall specify in the Notice to Proceed the type of wastes to be collected and the management method to be used for that waste. If the SPONSORS wish to change one or more facilities used for the management of the waste, the SPONSORS shall submit a written request for change to the CONTRACTOR and must have the approval of the CONTRACTOR prior to use of the facilities. The SPONSORS shall acknowledge that the CONTRACTOR has the right to deny any request made by the SPONSORS. The SPONSORS also have the right to deny any request made by the CONTRACTOR to change facilities. III. Replace Exhibit A, Revision #1, Section C. Fixed Costs and Options with the attached table. IN WITNESS WHEREOF, the SPONSORS and the CONTRACTOR have caused this Agreement to be executed the day and year first above written. ATTEST: COUNTY OF VENTURA Richard D. Dean, County Clerk County of Ventura, State of California, Ex- Officio Clerk of the Board of Supervisors Thereof Deputy County Clerk Deborah S. Traffenstedt, City Clerk City of Moorpark Alice K. Redondo, Assistant City Clerk City of Simi Valley Nancy A. Dillon City Clerk City of Thousand Oaks APPROVED AS TO ADMINISTRATION: MaryJane V. Lazz, Interim City Manager City of Thousand Oaks APPROVED AS TO FORM: Mark G. Sellers, City Attorney City of Thousand Oaks Date: By: Judy Mikels, Chair Board of Supervisors CITY OF MOORPARK, A Municipal Corporation Date: By: Patrick Hunter, Mayor City of Moorpark CITY OF SIMI VALLEY, A Municipal Corporation Date: By: Gregory Stratton, Mayor City of Simi Valley CITY OF THOUSAND OAKS, A Municipal Corporation Date: By: Michael Sean Markey, Mayor City of Thousand Oaks ADVANCED ENVIRONMENTAL TECHNICAL SERVICES, INC. Date: Gary Baldwin, Southern California Branch Manager 2 o®ov49 Exhibit A C. FIXED COSTS AND OPTIONS Fixed costs per event are based on the scenarios indicated in the following table. Fixed costs include the following: materials and labor required for site setup, including security fencing, lighting, portable restrooms; labor and materials required to operate the receiving area; personal protective equipment and spill response materials; labor for packaging, bulking, and consolidating materials for transport; materials and labor required for site knockdown and cleanup, and insurance minimum coverage as specified in the CONTRACT. Sponsor Description) Collection Vehicle Fixed Cost # of Minimum Use Hours per Flow' ($) Receiving # of Receiving, Only Day /Traffic Traffic, Hot Personnel Zone, and Admin Personnel on site 1) one weekend day, 1400 up to 8 175 $26,264 42 75 cars per event hours cars/hr 2) one weekend day, 1200 up to 8 150 $22,514 37 65 cars per event hours cars/hr 3) one weekend day, 1000 up to 8 125 $19,333 31 55 cars per event hours cars/hr 4) one weekend day, 800 cars up to 7 114 $16,777 30 50 per event hours cars/hr 5) one weekend day, 600 cars up to 7 86 $13,650 27 45 per event hours cars/hr 6) one weekend day, 500 cars up to 6 83 $11,378 23 40 per event hours cars/hr 7) one weekend day, 400 cars up to 5 80 $9,106 22 35 per event hours cars/hr 8) one weekend day, 250 cars up to 4 63 $5,700 13 20 per event hours cars/hr 9) one weekend day, 150 cars up to 4 38 $3,429 7 11 per event hours cars/hr 10) CESQG setup cost in up to 8 4 $550 2 3 conjunction w/ event hours cars/hr 11) Frontier Paint Store, 50 up to 4 12 $909 2 2 cars per event hours cars/hr 12) Temporary Once -per- Month HHW Collection event a) one weekend day 150 a) 38 a) $3,100 a) 5 a) 9 cars per event All events cars/hr b) one weekend day 100 up to 4 b) 25 b) $2,855 b) 4 b) 8 cars per event hours cars/hr c) one weekend day 50 c) 13 c) $2,300 c) 2 c) 6 cars per event cars/hr 13) Recyclable HHW Set -up To be negotiated 14) Permanent HHW Set -up to be negotiated I Maximum number of cars per event. 2 Actual vehicle flow rate per hour to be determined in consultation with CONTRACTOR based upon the actual hours of collection decided upon by the SPONSOR(S). 26