SR-6-E (19)
.. . GS:SE~~NM:JAS ~ ~ClOt./ _ (,~€
Counc1l Meeting: Aprll 26, 1983 Santa on1ca, Californ1a
APR 2 6 1983
TO: Mayor and Clty Councll
FROM: City St a f f
SUBJECT: Request to Reject Bids and Dlrect C1ty Manager To
Negotiate for landfill Serv1ces and To Approve Payment
of Current and Future Landflll Charges Not To Exceed
$75,000.00
INTRODUCTION
ThlS report requests the City Council to reject Bld No. 1818 for
landflll services and direct the Clty Manager to negotiate
d1rectly for landfill services. It a 1 so requests that an amount
not to exceed $75,000.00 be approved from Account Numbe r
27-500-441-000-507 to pay current future landflll charges until
such time as a contract can be negotiated.
BACKGROUND
On September 13 t 1982, the General Services Department sent a
requlsitlon to the purchas1ng depa rtment that requested renewal
of the landflll serVlces purchase order scheduled to explre
November 30, 1982. On February 24, 1983, b1ds were opened. The
only bid rece1ved was from Chiquita Canyon Landflll Wh1Ch lS
located approx1mately 37 mlles north of Santa Monlca. The Clty'S
current landflll provlder, Brownlng and Fern s Industnes,
located 24 mlles no rt h of Santa Monlca falled to subm1t a bld by
the February 24, 1983 deadllne due to materlal mlx-up.
It i S requested that the bid of February 24, 1983 be rejected due
to the fact that acceptlng thlS bld wlll 1ncrease hauling costs
b,f
APR 2 6 1983
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'. G S : S E S.: tl M : J.A S ~ Santa4tonica,
Counc11 Meetlng: prll 26, 1983 California
to the City by at least $137,000.00 per year based on the
followlng information:
BF! CHIQUITA CANYON
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Round Trlp 48 m1les 74 m1les
Dump Fee $.73/cu.yd. $.65/cu.Yd.
Average Size load 80 cu. yd. 80 cu. yd.
Round Trip Tlme 1-1/2 hours 2-1/4 hours
Vehicle Cost/Mlle $1.16/mlle $1.16/mlle
labor Cost/Hour $14.10 $14.10
Cost
nump Fee per load S 58.40 $ 52.00
Vehicle Cost per Load 55.68 85.84
Labor Cost per Load 21.15 31.73
Total Cost per Load $135.23 $169.57
Summary
Ad d 1 t 1 0 n a 1 Cost per Load uSlng Chiqulta Canyon $ 34.34
Total Annual Loads to Landflll X 4,000
Total Addltlonal Annual Cost $137,360.00
In addltlon to the above costs, the extra dnvlng tlme per round
tnp would requlre hlrlng another truckdriver and purchasing a
truck-traller comblnatlon. ThlS addltlonal dnver and
truck-trailer would increase the above additlonal cost by a
minlmum of $120,000.
FINANCIAL ANALYSIS
It 1 S requested that Council approve payment of current and
future lnVOlces for landf,ll serVlces from November 30, 1982,
untll such tlme as a contract 1 s signed 1n an amount not to
exceed $75,000.00 from Account #27-500-441-000-507 to cover
landf,ll costs at SFI until a long-term arrangement be made.
Budgeted funds are available for thlS purpose.
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- GS:SES:NM:JAS 4Il santatltonl ca,
Council Meetlng: pnl 26, 1983 Callfornla
RECOMMENDATIONS
l. It 15 recommended that the C1ty Counc11 reject the one and
only b 1 d recelved from Chlqulta Canyon Landfill for Bld
Number 1818 and adopt a Resolutlon requestlng the Clty
Manager to negotlate directly with SFI for landfl'l services.
2. It 1 S recommended that the City Councll approve payment of
existlng lnvoices for landfill services and future invoices
not to exceed $75,000.00 to cover landflll service costs
untll a new purchase order is issued.
Prepared by: Stan Scholl, Dlrector of General Services
Neil Mlller, Malntenance Manager
Attachments: Resolution
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RESOLUTION NO. 6673(CCS)
(ei ty Counei 1 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SANTA MONICA WAIVING FURTHER FORMAL BID
PROCEDURE AND AUTHORIZING D~RECT NEGOTIATION
FOR PURCHASE OF REFUSE LANDFILL SERVICES
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WHEREAS.. Formal Bid No. 1818 for landfill services
produced only one bid that is not acceptable due to the long
distance from the City;
WHEREAS~ the City Council has determined that landfill
se rvi ces may be purchased under more favorable circumstances in .
the open market; and
WHEREAS~ the Ge n era 1 Services Department has need of
1 and f i'] 1 services. ~.
NOW. THEREFOREt THE CITY COUNCIL OF THE CITY Of SANTA
MONICA DOES RESOLVE AS FOLLOWS:
SECTION 1. That bids are he reby rej ect ed for the
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purchase of landfill services since the services may be p~tchased
more favorably in the open market.
SECTION 2. Competitlve bidding is hereby waived
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pursuant to Section 2508 of the Santa Monica Munlcipal Code.
SECTION 3. The City Manager is hereby authorized to
negotlate on the open market to execute a purchase order for the
procurement of landfill services for the General Services
Department for the period of May 1, 1983 to I\pri1 30, 1984 with a
two-year renewal option.
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SECTION 4. The Clty Cl e rk shall certify to the
adoption of this Resolution, and thenceforth and thereafter the
same shall be in full force and effect.
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APPROVED AS TO FORM: ~
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tHy Attorney .
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ADOPTED AND APPROVED THIS 26th DAY
OF Ap r i 1 , 1983. .
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MAYOR
I HEREBY CERTIFY THAT THE FOREGOING RESOLUTION .
NO. 6673 .WAS DULY ADOPTED BY THE CITY COUNCIL OF THE
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CITY OF SANTA MONICA ~T A MEETING THEREOF HELD ON
~pril 26 , 1983 BY THE FOLLOWING COUNCIL VOTE: ;j..
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AYES: COUNCILMEMBERS: Conn, EpsteIn, Jennings, Press,
Zane and Mayor' Edwards
NOES: COUNCILMEMBERS: Reed
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ABSENT: COUNCILMEMBERS: None
, ABSTAIN: COUNCILMEMBERS: None
ATTEST:
~W-
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j ~ITY CLERK
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