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HomeMy WebLinkAbout10/17/2001 - STAFF REPORTS (23) DATE: October 17, 2001 TO: City Council FROM: Recycling Coordinator VIA Redevelopment Director APPROVING CONTRACT WITH SILICON SALVAGE FOR SPECIAL COLLECTION EVENT FOR COMPUTERS, MONITORS AND RELATED ELECTRONIC EQUIPMENT RECOMMENDATION: That the City of Palm Springs approve a contract with Silicon Salvage to collect and recycle old computers and related electronic equipment, not to exceed $10,000. SUMMARY: Staff is proposing a follow-up event to the successful computer recycling and collection event held on Earth Day this year, using the same contractor, Silicon Salvage. The State's landfill ban on computer monitors and televisions (CRTs) has changed the nature of these events, however, and contractors now charge for collecting CRTs, though computer collection and recycling is still a flat charge of $250 for the collection truck and no per-computer charge. BACKGROUND: This past April (in conjunction with Earth Day), the City of Palm Springs sponsored a Computer Recycling Event at Lowe's Home Improvement Warehouse during their Grand Opening. Because of the lack of real computer recycling opportunities, there is a built- up demand nationally for such events, as individuals and businesses have upgraded systems over and over and stockpile old computers in closets and garages. The April event was so successful that staff made a decision to hold another computer recycling event to coincide with "America Recycles Day" in November. Since the time of the first event, however, the State of California banned the disposal of CRTs (computer monitors) and television sets in landfills, as they are considered a hazardous material (because of lead and other heavy metals). While Palm Springs was already recycling and not landfilling CRTs, the regulatory environment has changed and contractors are now charging for CRT collection and recycling. The City, during this upcoming event, will cover the costs of collecting the units at a negotiated cost of $8 per computer monitor (based on an average), $20 per console TV or$12 per portable TV. The collection of TVs will not be advertised, but the Contractor will not turn away residents who bring them for disposal. The purpose of this event is to assist the general public in correctly disposing of these hazardous materials, rather than depositing them along roadways, in the desert or in their trash Previously, the City only had to pay a mobilization charge to have the collection truck at the event, this cost was $250. That charge still applies to the computer recycling portion of the event—the only new costs are for CRT collection. This event will be the first one in the Inland Empire since the new hazardous materials enforcement has been enacted. Palm Springs is one of the first cities in Southern 114 Computer Recycling Event October 17,2001 2 California to undertake this type of program. The unrestricted nature of the event and the contract mean that staff had to estimate a cost for the event rather than negotiating a "not to exceed" contract; the total cost shouldn't exceed $10,000, which would cover 1,000 CRTs and 166 portable televisions. While those numbers would represent a wildly successful event, we have received many inquiries as to when it will take place; as there are many individuals wishing to dispose of their outdated computers, so the total cost could approach or even exceed the $10,000 mark. Our previous event resulted in 137 monitors and one television set being collected. We anticipate a much larger response at this event, as citizens have been unable to dispose of their monitors in the trash as in the past. While there are other computer recycling companies in California (mostly in Northern California), Silicon Salvage is the only contractor working in California that is geared to handle municipal-scale computer recycling events. It is the same contractor used for the April event. They are professional and very knowledgeable about their field. They recycle as much of the material as they can, rebuild any computers that are capable of being reused and sell off the remainder to scrap companies. The funding for this event will come from Recycling Fund Balance.. Recycling Coordinator j` Directo of Red�velpment App�d: —r City Manager ` Attachment: Resolution Contract Minute Order REVIEWED BY DEPT.OF FINANCE l �Az i CONTRACT SERVICES AGREEMENT FOR COMPUTER AND RELATED ELECTRONIC EQUIPMENT COLLECTION EVENT THIS CONTRACT SERVICES AGREEMENT (herein "Agreement"), is made and entered into this _ day of 2001, by and between the CITY OF PALM SPRINGS, (herein "City," a municipal corporation and SILICON SALVAGE (herein "Contractor"). The parties hereto agree as follows: 1.0 SERVICES OF CONTRACTOR 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services specified in the "Scope of Services" attached hereto as Exhibit "A" and incorporated herein by this reference, which services may be referred to herein as the "services" or "work" hereunder. Contractor warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards prevalent in the industry, and all materials will be of good quality, fit for the purpose intended. 1.2 Contractor's Proposal. The Scope of Services shall include the Contractor's proposal or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern. 1.3 Compliance with Law. All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental City having jurisdiction in effect at the time service is rendered. 1.4 Licenses, Permits. Fees and Assessments. Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required bylaw for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor's performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City against any such fees, assessments, taxes penalties or interest levied, assessed or imposed against City hereunder. 1.5 Familiarity with Work. By executing this Contract, Contractor warrants that Contractor (a) has thoroughly investigated and considered the scope of services to be performed, (b) has carefully considered how the services should be performed, and (c) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of EXHIBIT "A" SCOPE OF SERVICES Contractor agrees to collect and legally dispose of or recycle all computer and related electronic equipment acquired during a special Computer Recycling Collection Event being held November 17, 2001. Contractor to remain on premises until event closes this date. Contractor shall provide to the City of Palm Springs within 30 days a report outlining the following: Number of computer monitors Number of other CRTs Number of computer CPUs Total number of pounds by material type Locality (City or zip code) of participants "Exhibit A" SCOPE OF SERVICES MOO y "Exhibit B" SPECIAL REQUIREMENTS Section 5 . 3 PERFORMANCE BOND to be waived. "Exhibit B" SPECIAL REQUIREMENTS EXHIBIT "C" SCHEDULE OF COMPENSATION City to pay $8 . 00 per Computer monitor (containing CRT) collected, $24 . 00 per console television set and $12 . 00 per non- console television set. City to pay $250 per truck required to haul items away. Total compensation not to exceed $10, 000. EXHIBIT "C" TO CONTRACT SERVICES AGREEMENT o?,4 4 EXHIBIT "D" SCHEDULE OF PERFORMANCE The final tally of amount collected and total amount due contractor shall be submitted to City no later than two weeks subsequent to event . "Exhibit D" SCHEDULE OF PERFORMANCE MINUTE ORDER NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS,CALIFORNIA,APPROVING A CONTRACT WITH SILICON SALVAGE TO COLLECT COMPUTER- AND RELATED ELECTRONIC EQUIPMENT DURING AMERICA RECYCLES DAY EVENT. ----------------------------------- I HEREBY CERTIFY that this Minute Order approving a contract with Silicon Salvage to collect computer and related electronic equipment during an America Recycles Day event, in a form acceptable to the City Attorney, was adopted by the City Council of the City of Palm Springs, California at a meeting held on this 17th day of October, 2001. PATRICIA A. SANDERS City Clerk RESOLUTION NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA,AMENDING THE BUDGET FOR THE 2001-02 FISCAL YEAR, WHEREAS Resolution 20062 approving the budget for the fiscal year 2001-02 was adopted on June 6, 2001; and WHEREAS the City Manager has recommended, and the City Council desires to approve, certain amendments to said budget; NOW THEREFORE BE IT RESOLVED that the Director of Finance is authorized to record inter-fund cash transfers as required in accordance with this Resolution, and that Resolution 20062, adopting the budget for the 2001-02 fiscal year is hereby amended as follows: SECTION 1, ADDITIONS Fund I Activity Account Amount 125 1280 New line item: $10, 000 Recycling computer Recycl ng Purpose computer Recycling Event requiring more funding than anticipated. SECTION 2. SOURCE FUND Activity Account Amount 125 $10, 000 Recycling 29301 Fund Balance Adopted this day of 12001. AYES: NOES; ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager REVIEWED AND APPROVED