Loading...
HomeMy WebLinkAboutAGENDA REPORT 1996 0904 CC REG ITEM 07Bn� IT AGENDA REPORT CITY OF MOORPARK - TO: The Honorable City Council 4 777& FROM: Jill Rubin Myers, Solid Waste Coordinator ,L. = DATE: August 23, 1996 (CC Meeting of September 4, 1996) SUBJECT: Consider Approval of Agreements with Advance Environmental Technical Services and Rollins Environmental for Regional Hazardous Waste Collection Services The City Council is being asked to consider approval of two vendor agreements for the provision of services for a regional household hazardous waste collection program for residents and small businesses. The Agreements provide for two contractors, Advance Environmental Technical Services (AETS) and Rollins Environmental Inc., to operate the regional hazardous waste collection program through June 30, 2001. Moorpark's Household Hazardous Waste Element (HHWE), adopted in December 1991, states that the City will develop a "comprehensive Household Hazardous Waste (HHW) program which will protect the environment and the general public from the adverse effects of improper handling and disposal of this waste. One component of the program is the recycling program at the Resource Conservation Center where recyclable HHW, such as motor oil and filters, latex paint, auto batteries and anti - freeze, are accepted from residents. The RCC began operations in April 1994 and is operated by the City of Simi Valley and open Saturdays, by appointment. The other component of our hazardous waste program is temporary or annual HHW collection events. In 1994, Moorpark joined the cities of Simi Valley and Thousand Oaks, and the County of Ventura in a subregional HHW collection program. Three events have been held in Moorpark (May 1994, 1995, 1996) and others throughout the County. The collection events are one day (temporary) events that accept both recyclable and nonrecyclable household toxics. At the last Moorpark event on May 18, 1996, small businesses or Conditionally Exempt Small Quantity Generators (CESQGs) who produced less than 220 pounds of hazardous waste per month, were invited to participate. Four businesses participated. To date, 570 Moorpark households and four businesses have participated in the regional hazardous waste collection program. Request for Proposal Process, The County Solid Waste Management Department agreed to coordinate development of a request for proposals which was sent to 18 hazardous waste contractors in March, 1996. Proposals were received from seven contractors and each was wo W -6 a Honorable City Council September 4, 1996 Regional Hazardous Waste Program Page 2 reviewed using selection criteria that included evaluation of technical merit, company experience, financial qualifications, personnel, safety plan, and cost. Criteria and the rating scale were provided in advanced to all Proposers. Based on numerical rating criteria, Rollins Environmental and it is and Advanced Environmental Technical Services (A TS) r�AETS,he top two ly Chemical Waste being recommended that they be awarded five year co Management, was the previous vendor. Program Desciigtion The regional program will continue to be administered through a cooperative regional agreement, as formalized in the 1995 Memorandum of Understanding (MOU) between the Cities of Moorpark, Simi Valley, Thousand Oaks, and the County of Ventura (with automatic renewals) and operated by private hazardous waste contractors. The County will continue to serve as the liaison to the contractor. The event sponsors will determine the event size (number of cars) and accept appointments based on the number of appointments allocated by each participating jurisdiction. County staff will work with the contractor prior to the events to ensure that necessary permits and insurance requirements are Provided. Materials accepted include weed killers, household cleaners, pool chemicals, oil -based paint and thinners, solvents, pesticides and fertilizers, auto and furniture polish and varnish, household batteries, and fluorescent light tubes. At the time a resident schedules an appointment, they will be asked to name the items that need to be disposed. Moorpark residents will again be discouraged from bringing recyclable HHW items such as latex paint, used motor oil, or automotive batteries, as the City provides less costly alternative programs for these materials at the RCC and the certified used oil collection center. After the events, County staff will work with the host jurisdiction to confirm disposal and recycling amounts, event participation, and coordinate the contractor's billing. Through the MOU and agreements between the County and west county cities, all County residents may participate in events anywhere in the County, which maximizes convenient, safe and cost - effective hazardous waste disposal opportunities. Changes from the existing program include the choice of two contractors and selecting a per vehicle cost cap based a on preferred waste management option. Two contractors are being recommended because of the contract length, jurisdictional flexibility, cost and service comparison and because events are occasionally held on the same day in different passigned s ft a Count to both envisioned that during the first year of the contract, events contractors. At the end of that year, staff would evaluate contractor cost and performance, and assign future events based on cost, service and jurisdictional preference. Both contractors are aware of the process. The agreements and scope of services are the same for both contractors, except for the following: • Agreement language for Indemnification and Warranties: Both contractors have similar ,, Honorable City Council September 4, 1996 Regional Hazardous Waste Program Page 3 language but in different locations. The AETS agreement has a warranty clause. Article 6 - Warranties states that since that since the host sponsor selects the events sites, the host warrants that the site is free of existing hazards. AETS has agreed to be liable for all acts and omissions including those of each sponsor. Additionally, due to federal regulations pertaining to landfilling of hazardous materials, AETS requested that the host sponsor warranty that it "reasonably believes" the material received at the events is residentially generated. Residential hazardous waste is exempted from the landfill ban of commercial waste, not including CESQGs. • The Rollins agreement does not have "Warranties" language. However, Article 5 - Hold Harmless and Indemnification states that the contractor indemnifies and hold harmless each sponsor for contractor's negligent or wrongful acts or omissions during the execution of the agreement. In essence, Rollins is only liable for their actions and not of the sponsors. Both contractors have demonstrated their ability to provide effective and efficient services for HHW and CESQG programs within Ventura County and in neighboring counties. Because of the competitive RFP process and multiple vendors, staff was able to secure increased recycling and incineration options at a substantial cost savings of 45% compared to the previous program. For example, for the Moorpark HHW events, staff plans for 250 vehicles to visit the site. Per vehicle costs for a 250 car event with the new contracts range from $57 per car for recycling with the landfill disposal option for nonrecyclables to $66 per car utilizing recycling and incineration for nonrecyclable materials. The previous program for the same size event cost $110 per car with no option but to landfill the nonrecyclables. Savings will also be realized for the events held throughout the County. Collected materials will be recycled into new products, or disposed in specially- permitted toxic waste incinerators and landfills. Incineration greatly lessens the long -term liability for a jurisdiction since materials are destroyed immediately (although there is still residual ash that is landfilled) as opposed to direct landfilling. Rollins owns incineration facilities in Texas and Arkansas. AETS (WMX) owns the Kettleman Landfill in California and has access to various incineration facilities. The term of the agreements will commence on the day each jurisdiction executes the agreements. Approval of the agreements by each jurisdiction does not obligate the jurisdiction to use the services made available by the contractors, in essence, a jurisdiction may select one contractor over the other. Honorable City Council September 4, 1996 Regional Hazardous Waste Program Page 4 The Fall cycle of collection events will begin with Simi Valley on October 5, 1996. The Simi Valley City Council and the County Board of Supervisors have approved the new vendor agreements. The Thousand Oaks City Council will consider the agreements on September 10, 1996. The Moorpark City Attorney has reviewed the agreements and comments have been included in the final documents. Staff recommends that the City Council approve the agreements with Advance Environmental Technical Services and Rollins Environmental for regional hazardous waste collection services, subject to final language approval by the City Manager and City Attorney, and authorize the Mayor to sign on behalf of the City.