sr-061212-3sID
City of City Council Report
Santa Monica
City Council Meeting: June 12, 2012
Agenda Item: 133
To: Mayor and City Council
From: Dean Kubani, Director, Office of Sustainability and the Environment
Subject: Contract with PSC Environmental Services LLC, to Provide Hazardous
Waste Transportation, Management, and Recycling /Disposal Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with PSC Environmental Services, LLC, a Texas -based company
headquartered in Houston, for hazardous waste transportation, management and
recycling /disposal services from July 1, 2012 through June 30, 2013 with two renewal
options through June 30, 2015 in the amount of $200,000 per fiscal year.
Executive Summary
The City requires ongoing hazardous waste transportation, management, recycling and
disposal services to manage waste generated by City operations, emergency response,
and the City's Household Hazardous Waste Collection Center. Following completion of
a competitive bidding process, staff is recommending that the City Council authorize the
City Manager to negotiate and execute a contract with PSC Environmental Services,
LLC to provide services through June 30, 2013, with two renewal options through June
30, 2015 in the amount of $200,000 for each fiscal year. PSC Environmental Services,
LLC is the City's current contractor with a contract expiration date of June 30, 2012.
Background
The City of Santa Monica generates hazardous waste on a continuous basis from
emergency response, in -house activities, and the Household and Small Business
Hazardous Waste Collection Center. Hazardous waste generation, storage,
transportation and disposal/recycling activities are regulated by state and federal law.
Hazardous waste must be transported by state and federally certified haulers and
recycled or disposed of at state or federally certified and permitted facilities.
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The Household Hazardous Waste (HHW) Center is managed by the Office of
Sustainability and the Environment (OSE), is staffed by one full time hazardous
materials technician, and is currently open to the public once a week on Saturdays.
Typical types of hazardous waste collected from residents include paints, adhesives,
batteries, aerosols, fluorescent lamps, electronics, used oil, and pesticides. In August
2011 the City launched a pilot hazardous waste home collection program through WM
Curbside Inc. Beginning July 1, 2012 the City will reduce the hours of operation at the
HHW center to one Saturday per month while continuing to offer unlimited home
collection service through WM Curbside Inc. OSE will continue to operate the HHW
Center on a limited basis due to strong demand expressed by residents. This will
reduce costs to the City while maintaining convenient and safe HHW disposal options
for Santa Monica residents.
Current HHW Contracts
On April 28_2008, following a competitive process, Council authorized a contract with
General Environmental Management (GEM) in an amount not to exceed $250,000 to
provide hazardous waste transportation, management and recycling /disposal services
at the HHW Center. GEM was subsequently purchased by PSC Environmental
Services, LLC. This contract is set to expire June 30, 2012.
On November 23, 2010 following a competitive process, Council authorized a contract
with Curbside, Inc. to provide hazardous waste home collection services in an amount
not to exceed $250,000 per fiscal year through June 30, 2015. Curbside, Inc. was
subsequently purchased by Waste Management, and the name of the firm was changed
to WM Curbside, Inc.
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Discussion
The current contract with PSC set to expire June 30, 2012 does not include the cost of
disposing waste generated by the City's Wastewater Division. The Wastewater Division
currently contracts for that service separately. The new contract with PSC would
combine the services for both the HHW Center and the Wastewater Division. Payment
for these services would be budgeted separately by each division.
Vendor Selection
In February 2012, the City published Notices Inviting Bids to provide Hazardous Waste
Management as required by OSE in accordance with City specifications. The bid was
posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions.
Four bids were received and publicly opened on March 6, 2012 per Attachment A. Bids
were evaluated based on price and compliance with City specifications, meeting
minimum qualifications and positive history with the vendor. A committee made up of
staff from OSE, Wastewater, and Finance was established to review the bids.
The committee recommends PSC Environmental Services LLC as the Best Bidder
based on the following criteria: their overall pricing and quality of service for
transporting, disposing, and managing waste along with providing staff is competitive
with the other bidders; pricing and staff for the disposal of wastewater is lower; and their
staff is well trained and familiar with the operation of permanent HHW facilities. PSC
Environmental Services LLC acts as an independent waste broker assisting the City in
finding the most cost effective and environmentally preferable waste management
alternatives and providing staffing on an as- needed basis. As the incumbent contractor,
PSC Environmental Services LLC has demonstrated consistent and reliable
environmental services, and proper management and transportation of hazardous
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waste utilizing well qualified and professional staff. Based upon these criteria, the
committee unanimously determined that PSC Environmental Services LLC is best
qualified to deliver the professional and time sensitive services required by the City. In
recognition of the City's ongoing requirement for this service, staff requests that the
initial contract period extend through June 30, 2013, with two one -year renewal options
allowed at the City's discretion.
Financial Impacts & Budget Actions
The contract to be awarded to PSC Environmental Services, LLC is not to exceed
$200,000, per fiscal year. Funds in the amount of $200,000 for the first year of the
contract are included in the Proposed FY 2012 -13 Budget at accounts 01226.555130
($100,000) and 31661.566630 ($100,000). Budget authority for subsequent years will
be requested in each budget cycle for Council approval. Future funding is contingent
upon Council approval.
Prepared by: James Velez- Conway, Senior Environmental Analyst
Approved:
Forwarded to Council:
Dean Kubani Rod Gould
Director, Office of Sustainability and the City Manager
Environment
Attachments: Attachment A — Pricing
BID 3078 ATTACHMENTA
BID DESCRIPTION: PROVIDE HAZARDOUS WASTE MANAGEMENT, TRANSPORTATION AND DISPOSALSERVICES FOR VARIOUS CITY LOCATIONS INCLUDING STAFFING THE HOUSEHOLD HAZARDOUS WASTE CENTERAS REQUIRED BY THE OFFICE OF $USTAR
BID CLOSING DATE: 2- 281
CLEAN HARBORS ENVIRONMENTAL SERVICES
ENVIRONMENTALLOGISTICS
HTS ENVIRONMENTAL SERVICES
PSC ENVIRONMENTAL SERVICES
NORWELL, MA
BLOOMINGTON,CA
SANTA FE SPRINGS, CA
INGLEWOOD,
CA
DESCRIPTION
AVERAGE COST
NOTIFICATION REQUIRED
AVERAGE COST
NOTIFICATION REQUIRED
AVERAGE COST
NOTIFICATION REQUIRED
AVERAGE COST
NOTIFICATION REQUIRED
ITEMS TO BE PICKED UP &DISPOSED
$ 151.56
N/A
$ 139.58
N/A
$ 248.46
N/A
$ 201.45
N/A
SUPPLIES
$ 43.98
N/A
$ 33.24
N/A
COST +15%
N/A
$ 42.64
N/A
VEHICLES
$ 65.60
30AYS
$ 63.40
1 -2 DAYS
$ 91.00
1DAY
$ 68.80
2HOURS
BINS
$ 8.00
2 DAYS
$ 8.00
1 DAY
$ 14.00
1 DAY
$ 9.50
2 HOURS
MINIMUM CALL OUT CHARGE
$ 210.DO
NO MINIMUM
4HOUR MINIMUM
$ 150.00
PERSONNEL &STAFFING
POSITON
FIRM'S STAFF TIRE
HOURLY RATE
OT RATE
FIRM'S STAFF TITLE
HOURLY RATE
OT RATE
I FIRM'S STAFF TIRE
I HOURLY RATE
OT RATE
FIRM'S STAFF TITLE
HOURLY RATE
OT RATE
LEAD HAZ -MAT TECHNICIAN
CHEMIST
$ 42.00
$ 63.00
LEADTECHNICAN
$ 42.00
$ 63.00
PROJECT MANAGER
$ 70.00
$ 90.00
LEADTECHNICIAN
$ 45.00
$ 67.50
HAZ- MATTECHNICIAN
FIELDTECHNICIAN
8 58.001
57.00
1 TECHNICIAN
$ 38.00
$ 57.00
1 N/A
$ 50.00
$ 70.00
TECHNICIAN
$ 38.00
$ 57.00
SEWER DIVERSION /OIL -WATER INTERCEPTOR
PRICE PER GALLON OR HOUR TO
REMOVE /DISPOSE WASTEWATER
NO BID
0.65
$0.49 PER GALLON
.SSPERGAUON
ADDITIONALVEHICLECHARGES
NOBID
0.65
$95 PER HOUR
$72 PER HOUR
ADDITIONALCHARGES
$250 PER WASHOUT
SEWER DIVERSION [OIL WATER INTERCEPTORAT
CITYYARDS
CITY YARD CDS UNIT
N0 BID
.65 PER GALLON
SEE BID
.85 PER GALLON
RRR OIL -WATER INTERCEPTOR
NO BID
.65PERGALLON
SEE BID
.85PERGALLON
REST MAINTENANCE OII- WATERINTERCEPTOR
NOBID
.ESPERGALLON
SEE BID
$72PERHOUR
OTHER CHARGES
$3500 FIAT FEE FOR CONFINED SPACE
Reference Contract No.
9601 (CCS).