HomeMy WebLinkAbout1/9/2008 - STAFF REPORTS - 2.L. {O pALM SAS
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CITY COUNCIL STAFF REPORT
DATE: January 9, 2008 Consent Calendar
SUBJECT: Amendment No. 2 to Agreement Number A5336 with Evergreen Recycling
Solutions modifying the scope of services and increasing the contract sum by an
additional $30,000
FROM: David H. Ready, City Manager
BY: Assistant City Manager—Administrative Services
SUMMARY
In 2005, the City entered into an agreement with a local consultant to provide technical
assistance and professional advice on solid waste and recycling issues. This agreement was
amended last year to make certain modifications to the scope of services and to extend the term
of the agreement through the end of the current fiscal year. Recently, the City, as part of its
effort to improve the level and Frequency of maintenance in the downtown business area, asked
the consultant to provide supervision and general oversight of the City's downtown maintenance
crews. As a result of this change, and to provide additional services not currently covered under
the original agreement, the City needs to amend the current agreement. This action amends
the existing agreement with the consultant for the purpose of modifying the scope of services
and increasing the consultant's schedule of compensation to reflect the additional work effort.
RECOMMENDATION:
1. Approve Amendment No. 2 to Agreement Number A5336 with Evergreen Recycling
Solutions for municipal solid waste management and recycling consulting services,
amending the scope of services and increasing the contract sum by an additional
$30,000.
2. Authorize the City Manager to execute the necessary documents.
STAFF ANALYSIS:
The City has used a locally based consultant to manage the City's recycling and source
reduction programs since 2005. Last year, the City Council approved an amendment to the
original agreement, extending the term of that agreement for one additional year and expanding
the consultant's scope of services to include attendance at specific regional meetings (i.e.,
Coachella Valley Association of Governments Energy and Environment Committee) The City's
current agreement with Evergreen Recycling Solutions is set to expire on June 30, 2008.
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City Council Staff Report
January 9, 2008 -- Page 2
Evergreen Recycling Solutions Amendment No. 2
Recently, staff determined that the consultant's existing scope of services did not adequately
address staffing of the newly formed Resource Conservation Commission which the City Council
created this past summer. Since the consultant plays a key role in the staffing of this commission,
including the preparation of the commission's agendas, reports and attendance at all of their
meetings, staff believes that the existing scope of services should be modified to include all of this
work effort. In addition, as part of a strategy to address concerns regarding the level and
frequency of maintenance in the downtown business area, the City has directed the consultant to
assist in providing general oversight of our downtown maintenance crews, as well as to provide
contract administration of a service provider that is cleaning the downtown parking structure. This
level of oversight has been successful in improving the overall conditions in the downtown area.
Staff intends to create a permanent supervisor position that will oversee the downtown
maintenance efforts as part of a reorganization of the Parks and Recreation Department that will
be presented to the City Council under separate cover. Once this supervisor position has been
filled, the consultant will no longer be needed to oversee the downtown maintenance crews.
The proposed amendment expands the consultant's scope of services to include staffing of the
City's newly farmed Resource Conservation Commission and to provide general oversight and
supervision of the downtown maintenance crews until a permanent downtown maintenance
supervisor can be hired.
The contract sum under the existing contract with the consultant is $45,000. Staff is concerned
that the contract sum will be exhausted before the end of the fiscal year due to the additional
work that is being performed. To insure that there are sufficient funds to continue utilizing the
consultant through the reminder of the fiscal year, staff is recommending that the contract sum
be increased by an additional $30,000. With this amendment the new contract sum in the
current fiscal year will be $75,000.
FISCAL IMPACT:
Funds to cover the staffing of the City's Resource Conservation Commission are available in
Solid Waste Program Fund (Account #125-1280-43200). The temporary downtown
maintenance effort performed by the consultant will be paid from the Parks Department budget
(Account #001-4210-40000) with salary savings due to the current vacant parks supervisor
position.
ro L Butzl M David H. Ready
A tart Cit a er-Administrative Services City Manager
Attachments:
1. Second Amendment to Agreement A5336
SECOND AMENDMENT TO AGREEMENT
FOR SOLID WASTE AND RECYCLING TECHNICAL SERVICES
This Second Amendment to the Consultant Services Agreement with Evergreen
Recycling Solutions ("Second Amendment" or "Amended Agreement") is made and entered into
this 91h day of January, 2008, by and between the CITY OF PALM SPRINGS, a municipal
corporation ("City") and Evergreen Recycling Solutions, a California Corporation("Consultant")
and amends that certain "Contract Services Agreement with Evergreen Recycling Solutions" (the
"Agreement") dated July 26, 2006 between the same parties.
RECITALS
A. On or about July 26, 2006, City and Consultant entered into a"Contract Services
Agreement"pursuant to which Consultant agreed to provide solid waste and recycling
technical services ("Project").
B. On March 21, 2007, the City and Manager entered into the"First Amendment to the
Agreement for GO)f Course Management Services" ("First Amendment"), which
extended the tern of the Agreement for an additional period of time.
C. City requires additional services that are outside the Consultant's established scope of
services.
D_ City and Consultant desire to amend the Agreement to modify the scope of services and
budget to provide for these additional services.
AGREEMENT
The Agreement is hereby amended as follows:
1. "Ll Seoue of Services. In compliance with all terms and conditions of this
Agreement, Consultant shall provide waste management consulting and other
technical and advisory services as generally described in the Scope of
Services/Work attached to this Agreement as Exhibit "A" and incorporated herein
by reference (the "services" or "work"), which includes the agreed upon schedule
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of performance and the schedule of fees. Consultant warrants that all services and
work shall be performed in a competent, professional, and satisfactory manner in
accordance with all standards prevalent in the industry. In the event of any
inconsistency between the tenns contained in the Scope of Services/Work and the
terns set forth in the main body o f this Agreement, the terns set forth in the main
body of this Agreement shall govern.
2. "3.1 Compensation of Consultant. For the services rendered pursuant to this
Agreement, Consultant shall be compensated in accordance with the "Schedule of
Fees" attached hereto as Exhibit "A" raid incorporated herein by this reference,
but not exceeding Twenty Four Thousand Dollars ($24,000) ("Contract Sum") for
services provided prior to June 30, 2007 and not exceeding the Contract Sum for
services provided during the period of July 1, 2007 through June 30, 2005,
3. Except as expressly provided herein, all other terms and conditions of the
Agreement shall rernain in full force and effect.
[Signature Block on Next Page]
IN WITNESS WHEREOF, the parties hereto executed this First Amendment to be
effective as of the Date first written above.
CITY OF PALM SPRINGS,
a municipal corporation
By:
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM: Everg-een Recycling Solutions
City Attorney Name:
Title:
EXHIBIT "A"
Scope of Services
Consultant agrees to provide general coordinative and administralive support for City recycling
programs and projects, including, but not limited to the following tasks:
Task 1. AB 939 Implementation and Support
• Implement the City's Source Reduction and Recycling Element (SRRE).
• Implement various recycling and source reduction programs including household
hazardous waste, green waste, food waste and construction and demolition debris
recycling in order to achieve environmental and economic benefits.
• Conduct waste audits and characterization studies as needed.
• Work with large venue sites and facilities to ensure successful implementation of AB
2176.
• Coordinate with the City's franchised waste hauler to further develop the recycling
opportunities for curbside, multi-family, and commercial/industrial collection programs.
Task 2. Prepare CIWMB Annual Report
Consultant will prepare both an electronic version with PARIS notes on each diversion program
as well as a narrative report to be submitted in hard copy showing recycling trends over time,
identifying issues and problem areas, and documenting the City's good faith effort in meeting the
AB 939 mandates. Consultant will contact and obtain diversion data required for the report from
the following entities:
1. Waste Management (Data on curbside, commercial program, green waste, Spring/Fall
cleanups, special events, drop-offs, City facility program, oil recycling program, and tons
taken to the Edom Hill Landfill.
2. County of Riverside (Data on HHW drop-offs, ABOP tonnages, Master Composter
Program, confirm tons taken to the Edom Hill Landfill and to other landfills in the County,
and allocation of biomass tonnage).
3. Cal Biomass, World Products, Southern California Recycling for data on greenwaste,
wood, organics, and any other materials accepted.
4. CIWMB for calculation of diversion percentage, inputs to diversion calculation formula and
other applicable data.
5. Kern County for information on organic diversion from Ralph's supermarket.
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6. Colmac for biomass tonnage and for sources of tonnage.
7. City staff for any programs such as street sign recycling, phone book recycling, etc.
8. Other organizations as needed.
Consultant will coordinate with the CIWMB Office of Local Assistance staff in preparing a draft of
the Annual Report for review and comment by City staff. Upon receipt of comments from the
City, consultant will revise the report and produce a final draft for City review.
CIWMB will make the final determination about when the final report is due.
Task 3. Provide Administrative Support for Solid Waste Franchise
Provide administer support for the City's solid waste franchise including but not limited to:
• Respond to resident complaints and inquiries;
• Process resident requests for exemptions from residential disposal fees;
• Respond to requests by civic organizations for help with recycling needs such as signage
or containers;
• Work with the City's franchise waste hauler, Palm Springs Disposal Service, to resolve any
solid waste hauling and recycling issues that may arise;
• Prepare public information and educational materials to promote and raise public
awareness on solid waste and recycling issues and programs.
• Prepare and submit applications for used oil, recycling and beverage container funding
through the State of California.
• Interact, liaison, and work with other governmental agencies such as Riverside County,
Riverside County Sheriff's Dept., CDF and Riverside County Fire Dept., Coachella Valley
Association of Governments (CVAG), and California Integrated Waste Management Board
(CIWMB) regarding solid waste and recycling issues.
Task 4, Organize and Implement Special Events
Act on behalf of the City of Palm Springs in scheduling, setting up, implementing, and overseeing
special events to include but not limited to:
• E-Waste events;
• Shredding events;
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• Spring and Fall Clean-up events;
• Telephone book recycling;
• Christmas tree, wrapping paper and Christmas card recycling;
• Other events as directed by City.
Task 5. Review State Legislation affecting Solid Waste and Recycling
Review and provide periodical updates to City's contract officer on state legislation affecting solid
waste and recycling services.
Task 6. Serve as Staff Liaison to City's Resource Conservation Commission
Serve as the staff liaison to the City's Resource Conservation Commission. Prepare the
Commission agenda, staff reports and other materials as necessary. Attend all meetings of the
Commission and prepare a written report to City's contract officer summarizing the meeting
and/or actions taken.
Task 7, Attend Regional Meetings/Event & Prepare Reports
Attend and represent City at various regional meetings such as the Coachella Valley Association
of Governments Energy and Environmental Resources Committee and Energy Conservation
Subcommittee and other community events as requested by City's contract officer. Prepare a
written report to City's contract officer summarizing the discussion and/or actions taken.
Task 8. Perform Other Duties as Requested by the City
Perform other duties as assigned by the City of Palm Springs. Such duties may include, but are
not limited to providing general oversight and supervision of the City's downtown maintenance
crews, administering various service contractors and providing general support to the Parks and
Recreation Director related to the downtown maintenance effort.
Schedule of Charges
City will pay fees to the Consultant for services performed hereunder on the following basis.
1. Consultant's standard billing rate is $60.00 per hour. This rate is all inclusive. Consultant shall
not be entitled to reimbursable expenses.
2. The fee for professional services, including Amendment No 1 and Amendment No. 2, will not
exceed $75,000 ("Contract Sum") for the period July 1, 2007 through June 30, 2008.
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3. This fee is based on the following conditions:
a. Availability of all necessary information from the City in a timely manner-
b. Consultant shall be available at City Hall during normal business hours a minimum of
8 hours per week to answer questions from members of the public and/or staff,
respond to telephone and email inquires, and to perform the services described in
this Exhibit A.
4. Consultant agrees to remain available to attend additional meetings and provide additional
consulting services beyond the scope of the tasks listed here, as requested by the City. Such
services may include:
Changes in project scope
Any other services not specified in this scope
The Consultant's standard rate for consulting services beyond the scope of work as described
herein is $60 per hour. At no time shall Consultant's billings exceed the maximum contract
sum.
5. Consultant will work at all times in close cooperation with the City's staff and its other
consultants and advisors.
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