SR-503-001-02-01 (9)___
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_~ ~,~y 6f City Council Report
Santa Monica
City Council Meeting: March 13, 2007
Agenda Item: -~- ~
To: Mayar and City Council
From: Craig Perkins, Director - Environmental and Public Works Management
Subject: Professional Services Agreement with HDR Engineering; Inc., to Assist
Sofid Waste Management Division Staff in Respanding to the City's
Request for Proposals for Commercial Collection and Recycling and
Transfer/Disposal Services.
Recommended Action
S#aff recammends that the City Gouncil authorize the City Manager to negotiate and
execu#e a professional services agreement with HDR Engineering, Inc., {NDR) in an
ama~nt not to exceed $145,000 to assist Solid Waste Management Divisian staff in
responding to the City's request for proposals for commercial collection and recycling
and transferldisposal services.
Executive Summary
In arder to respond ta the commercial collections and recycling & transfer facility
Request for Prapasals ~RFPs) that were issued by the City in late January, it is
necessary to engage the services of an outside consultant wifih specific expertise in
bath solid waste collections and recycling/transfer facility design and operation. The
firm of NDR Engineering, Ine., has been judged to be the best bidder amor~g the three
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firms that were salicited fior the required scope af services. In order to begin the work
necessary to meet the deadlines of the RFPs, a purchase order for professional
services in the amount of $55,Q00 has already been issued ta HDR under the City
IUlanager's administrative authority. The recommended Council action will authorize
new contract authority with HDR in the amount of $145,000. The total cost of the HDR
scope af work for the project will therefare not exceed $200,000.
Discussion
Backgraund
At its Octotaer 25, 2005 meeting, Ci#y Council authorized a two-phased professional
services agreement with Gershman, Brickner and Bratton (GBB}. Phase I included
conducting an operations and financial analysis to assist the City in determining base
line revenue and expenditure data. Phase II of the engagement provides far the
development and issuance of RFPs to test the market far alternative service delivery
methads, updates the financial analysis of the Solid Waste operations, and assists Salid
Waste staff in identifying and implementirrg operational and efficiency improvements.
In order to assist in responding to the commercial collections and recycling &#ransfer
services RFPs, Solid Waste Managemer~t staff had initially engaged the services of
GBB employees who have not been involved in the RFP solicitation process. A stafF
report was distributed for the February 27, 2007, Council meeting recommending the
award of a contrac# ta GBB in the amount o# $110,000 for these new services. The staff
report was pulfed from the Gouncil agenda to allow staff additianal time to assess the
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viable alternatives to utilizing GBB far this new scope of work in order to avoid any
possible percep#ions of canflicts of interest in the procurement pracess. Although staff
is canfident that GBB stafF would be able to provide the required assistance and avoid
any potential conflict of interest, it is deemed prudent at this time to avoid any passible
perception of canflict in the very important RFP review and evaluation work that remains
to be performed by GBB. Staff therefore recommends engaging the serviees of a
cansultant, HDR, that has not been involved in the RFP process up to #his point. GBB
will continue to manage the RFP procurement process but will not be invalved in the
preparation of the City's own response to the RFPs.
Propased Scope af Wc~rk with HDR
The proposed scope of woek by HDR provides major assistance to Solid Waste staff in
the preparatian of respanses to both RFPs. The specific tasks include farmatian of new
collection routes and associated costs of vehicles, labor, fuel, maintenance, collection
cor~tainers, recycling containers, transpart and processing and custamer S~IVIC2
activities relaied to the Commercial Collection RFP; and projection of cos#s associated
with construction, opera#ion, maintenance, stafFing, vehieles, equipment, facilities and
customer service relatec# to the Refuse and Recycling Transfer Facility RFP. It is
critically important that the City's responses ta the RFPs are complete and accurate. In
order to ensure that the scope of work is successfully completed, HDR will work closely
with Solid Waste staff in order to respond to all elements af the RFPs. Staff is confident
in HDR's abili#y to provide the level of expertise required to meet the timelines for both
RFPs.
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BudqetlFinancial Impaet
Fur~ds in the amount of $145,OOC} are available in account C270717.589000 for services
related fio responding to the City's commercial collection and recycCing & transfer
services RFPs.
Prepared by: Celeste Peele, Solid Waste C-perations Manager
Approved:
Forwarded to Council:
R.
Craig Perki~s `--~'P. a ont E~n
Director - Environmental and PubEic anager
Works Management Department
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e erence on rac
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