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ORIGiNAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Ken Fischer, Director
Subject: Resolution of the Mayor and
Common Council of the City of San
Bernardino authorizing an increase to
purchase order no. 206290 to Inland
Regional Material Recovery for green waste
processing and solid waste transfer, and
appropriation of additional Refuse funds.
Dept: Public Services
Date July 26, 2005
Meeting Date: September 6, 2005
Synopsis of Previous Council Action
Resolution 2002-366 November 18, 2002
Increase PO $1,005,500.00
Recommended Motion:
1. Adopt Resolution, and
2. Authorize the Director of Finance to amend the FY 2005-2006 Refuse Budget by
appropriating an additional $400,000.00 from the unappropriated Refuse Fund
Balance to account number 527-412-5179 (DumpNVaste Fee account) as
indicated in the staff report.
Contact person: Ken Fischer, Director
Phone: 5140
Supporting data attached: Yes
Ward: All
FUNDING REQUIREMENTS:
Amount: $1,005,500.00
Source: Refuse Fund
($605,500.00) DumpNVaste Fees
($400,000.00) Unappropriated
Refuse Fund balance
Finance:
Councj,l Notes:
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Agenda Item No. 3 L/
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing an increase to annual purchase order no. 206290 to Inland Regional
Material Recovery to provide green waste processing and solid waste transfer for a total
purchase order amount not to exceed $1,030.400.00.
Background:
Greenwaste
The City provides automated residential refuse and recycling services to approximately 40,000
customers. Green waste is defined as yard trimmings, leaves, brush, grass or tree branches.
Green waste is processed into a variety of products including soil amendments, mulch, bio-
mass and for use as alternative daily cover at the landfill. The City generates approximately
26,000 tons of green waste each year.
The City uses Inland Regional Material recovery facility in Colton on Redlands Boulevard for
green waste processing. This facility is located within fives miles of the City yard. This facility
is operated by Colton Disposal, a subsidiary of Republic Waste Systems. The cost for the use
of this vendor is $30.00 per ton. We have used this site for a couple of years. The processing
price per ton has not changed.
The Public Services Refuse Division has issued a purchase order in an amount of $24,900.00.
The Department is requesting an increase to the purchase order for Inland Regional Material
Recovery in the amount of $605,500.00 for a total of $630,400.00, which is the total amount
budgeted in 05-06 for green waste processing.
Staff is preparing a competitive proposal document to seek pricing and a term limit contract for
this service. Approval of this purchase order increase will allow uninterrupted green waste
processing during the bidding for this service. If we receive more favorable pricing proposals for
our green waste we will seek Council approval of a contract and cancel the purchase order in
favor of a new agreement.
Refuse
The City received a letter on June 14, 2005 (attachment 1) from the County of San Bernardino
County Solid Waste Division that informed us effective July 11, 2005 we would no longer be
able to use the Colton Landfill to dispose of our trash until the Colton Landfill is expanded, which
may take ten years. The closest direct haul alternative to dispose of our trash is at the Mid-
Valley landfill in Fontana. Colton has been our designated disposal facility for many years and
provided a half-hour turn around time for our refuse fleet. The change to Mid-Valley added an
additional hour of travel time to and from the landfill. Each waste collection vehicle empties their
waste load twice a day. We have a total of 27 daily commercial and residential refuse routes,
and each of these vehicles empties their load twice a day. The re-designation of our disposal
facility from Colton to Mid-Valley added a total of 54 hours to each day's work.
The added 54 hours of daily travel has made it impossible to complete daily routes and has
resulted in carts being left out over night to be collected the following day. This approach has
generated a growing backlog of carts over the course of the week and requires an additional
workday to make up for the backlog. This situation has been very confusing to our customers
and has led to frustration for customers and employees. We have posted notification of this
problem on Channel 3, and we are mailing notices to the public, requesting that they leave their
carts out for collection the following morning if they are missed on their regular collection day.
The City is party to a Waste Disposal Agreement with the County. Section 3.2B of this
agreement (attachment 2) requires the County to either provide the City with free transfer of our
waste from the Colton landfill, or to pay any increased costs to dump material at another landfill
when the County is unable to accept our waste material at the designated disposal facility. We
have contacted County staff regarding this issue and will soon meet to discuss the specifics with
County staff. For three weeks during the month of July that the City was required to utilize the
Mid-Valley facility, the extra cost to our collection system was $98,826.47. We have twenty-
seven trucks making two trips to the Mid-Valley Landfill daily; each trip takes an additional hour
longer going to the Mid Valley facility than going to Colton. Staff added up the labor and
equipment cost of taking our solid waste to Colton the first week of July 2005. Staff compared
the total cost to what it cost to take solid waste to Mid-Valley the second, third and fourth weeks
of July 2005 and than added up the difference to reach the $98,826.47 additional cost for the
month.
In an effort to reduce our backlog we will be hiring additional Refuse Operators. We are also
shifting employees we have cross-trained from the Street Division to drive refuse trucks. We
have hired temporary employees to put on our two person trucks and we are training our
employees who previously worked on the two-person trucks to drive as well. These efforts are
helping, but have not solved the imbalance to our collection system. It is clear we will need to
re-route our system as well as add more drivers and trucks to position the operation to meet our
immediate challenges as well as the growth we are experiencing.
One alternative that we are recommending is that the City immediately begins taking our refuse
to the Inland Transfer facility to allow for more on route time. We have experimented with this
by taking loads to Inland and it has helped reduce the daily backlog in our collections. Inland
charges $12.40 per ton for our trash to be transferred from their facility. This is the amount
above the Waste Disposal Agreement rate we budgeted that we pay Inland Transfer to load and
truck our waste to Mid-Valley. This increased cost is what we would like the County to absorb in
light of our existing Waste Disposal Agreement with them. However, until we reach a resolution
staff is requesting Council authorize the appropriation of $400,000 from the unappropriated
Refuse Fund balance to cover increased dump fees for four months. This will allow staff time to
negotiate with the County for cost reimbursement, finalize driver training of our staff, and
develop an implementation plan to incorporate the results and findings of each of these efforts
into the Refuse Division operation.
Financial Impact:
Funding for this expenditure is included in the FY 2005-2006 budget in account no. 527-412-
5179 DumplWaste Fees for residential.
There is $400,000.00 available in the unappropriated Refuse Fund (527) balance.
Recommendation:
1. Adopt resolution, and
2. Authorize the Director of Finance to amend the FY 2005-2006 budget to transfer
$400,000.00 from the Unappropriated Refuse Fund Balance to the DumplWaste Fee
(account no. 527-412-5179)
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RESOLUTION NO.
t(Q)[EY
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING AN INCREASE TO THE PURCHASE ORDER NO. 206290
TO INLAND REGIONAL MATERIAL RECOVERY FOR GREEN WASTE PROCESSING AND
SOLID WASTE TRANSFER FOR A TOTAL PURCHASE ORDER AMOUNT NOT TO
EXCEED OF $1,030,400.00.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Inland Regional Material Recovery provides green waste
processing services and solid waste transfer within a reasonable driving distance of the City's
operation. Pursuant to this determination, the Purchasing Manager is hereby authorized to
increase the Purchase Order to Inland Regional Material Recovery by $1,005,500.00 for a
total amount not to exceed of $1,030,400.00.
SECTION 2. The Purchase Order shall reference this Resolution No. 2005-_ and
shall read, "P.O. No. 206290, not to exceed $1,030,400.00 and shall incorporate the terms and
conditions of this resolution".
SECTION 3. The authorization to execute the above reference Purchase Order is
rescinded if not issued within sixty (60) days of the passage of this resolution.
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AUb'1..lst 31, 2005
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING AN INCREASE TO THE PURCHASE ORDER NO. 206290
TO INLAND REGIONAL MATERIAL RECOVERY FOR GREEN WASTE PROCESSING AND
SOLID WASTE TRANSFER FOR A TOTAL PURCHASE ORDER AMOUNT NOT TO
EXCEED OF $1,030,400.00.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held
on the
day of
, 2005, by the following vote, to wit:
Council Members:
Ayes
Nays
Abstain
Absent
ESTRADA
LONGVILLE
MCGINNIS
12 DERRY
13 KELLEY
14 JOHNSON
15 MCCAMMACK
16
17
18
19
20
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this day of
,2005.
Judith Valles, Mayor
City of San Bernardino
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22 Approved as to
Form and Legal content:
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JAMES F. PENMAN,
City Attorney
BY~~4A'./
August 31, 2005
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DEPARTMENT OF PUBLlCWORKS
FLOOD CONTROL . G1MS . REGIONAL PARKS . SOLID WASTE . SURVEYOR . TRANSPORTATION
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. (909) 386-8701 ..<~
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COUNTY OF SAN BERNARDINO
ECONOMIC DEVELOPMENT
AND PUBLIC SERVICES GROUP
SOLID WASTE MANAGEMENT DIVISION
West Hospitality Lane, Second Floor . San Bernardino, CA 92415-0017
.mistration Fax (909) 386-8900
Fiscal Section/Operations Fax (909) 386-8786
Engineering/Solid Waste Special Programs Fax (909) 386-8964
PATRICK J. MEAD
Director of Public Works
June 9, 2005
PETER H, WUlFMAN
Solid Waste Division Manager
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Mr. Fred Wilson
City Administrator
City of San Bernardino
P.O. Box 1318
San Bernardino, CA 92402
,JUN 1 4 200S
RE: RESTRICTIONS OF INCOMING TONNAGE AT COLTON SANITARY LANDFILL EFFECTIVE JULY
11.2005
Dear Mr. Wilson:
The Colton Sanitary Landfill (CSL) is expected to reach final capacity and cease accepting waste by the end of this
year, or first quarter of 2006, if it operates within its normal permitted conditions. To extend the life of the CSL,
County Solid Waste Division plans to reduce the amount of waste accepted at the CSL.
The CSL is an integral part of the County's valley landfill system. It is the preferred alternative disposal site when
Mid-Valley Sanitary Landfill (MVSL) is closed due to extreme high wind conditions, which continues to occur
periodically.
Please be advised that effective Monday, July 11, 2005, only Waste Disposal Agreement (WDA) waste
from the City of Colton and the City of Grand Terrace will be accepted at the Colton Sanitary Landfill.
An exception will only be made when the MVSL is closed due to high wind conditions. On those days, the CSL also
will accept any waste diverted from the MVSL due to the site's closure.
Additionally, effective July 11, 2005, self haul waste, which is currently only permitted on Mondays and Fridays,
will no longer be accepted.
This action is being taken to increase the site life of the CSL by at least five years in order to study and implement
alternatives to closing the MVSL during extreme wind events. The site will continue to operate at this level until final
capacity is reached. The Jl.1VSL and the San Timcteo San!tary Landfill in Redkmds wi!! continue to operate under their
normal permitted conditions during this time.
Your cooperation is appreciated. Please feel free to contact me at (909) 386-8703 if you have any questions or need
further information.
Sincerely,
~~
Peter H. Wulfman, Division Manager
'PHW: jag
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SECTION 3.2. pROVISION OF DISPOSAL SF.RVlCES BY nm COlJN1Y. (A) Service
Covenant. Commencing January .1, 1998, the County shall provide or cause the provision of the service of
(I) receiving and disposing of all Controllable Waste at the Designated Disposal Facility, (2) disposing in
accordance with subsection 3.2(C) hereof of Controllable Waste which, at any time and for any reason, is
in excess of the disposal capacity of the Designated Disposal Facility, and (3) in accordance with subsection
3.3(C) hereof, disposing of Unacceptable Waste inadvertently accepted at the Designated Disposal Facility.
The County shall do and perform all acts and things which may be necessary or desirable in coMection with
its covenants in this subsection, including without limitation all plaMing, development, administration,
implementation, construction, operation, maintenance; management, fmancing and contract work related
thereto or undertaken in cOMection therewith. The County shall exercise all reasonable efforts to minimize
the costs incurred in complying with the Service Covenant.consistent with its responsibilities hereunder and
under this Agreement, Applicable Law and prudent solid waste management practice and environmental
considerations, so as to enable the County to provide the services hereunder at the Contract Rate.
il
(B) Temnorarv Unavailability of Desismated DiSJlosal Facility: Provision of Transfer
Capacity. The County shall immediately advise the (fity and Franchise Hauler by telephone and facsimile
of any situation, event or circumstance which resultS in the partial or complete inability of the County to
receive Controllable Waste at the Designated Disposal' Facility, its effect on the County's ability to perform
its obligations hereunder, and the County's best estimate of the probable duration. The County shall confum
such advice in writing within 24 hours of the occurrence of any such inability. The County shall use its best
efforts to resume normal operation of the Designated Disposal Facility as soon as possible in accordance
with subsection 3.2(C) hereof. in the event that, any time during the term hereof, the County is unable to
accept City Acceptable Waste for disposal at any particular Designated Disposal Facility for a period in
excess of 14 consecutive days; it shall nonetheless ptovide sufficient transfer capacity at such Designated .-
. Disposal Facility, and shall accept for transfer and disposal City Acceptable Waste at such Designated" . --
. Disposal Facility for the Contract Rate. In the event that the County cannot provide such transfer capacity,
it shall be obligated to accept such City Acceptable Waste-at another facility within the Disposal System and
to reimburse the City for any increased transportation cost (including without limitation, equipment rental
costs, overtime and increased fuel costs resulting from ~e unavailability of the Designated Disposal Facility)
incurred by the City or1he l'ranchise Haulers In transportmg City Acceptable WaSte to another disposal
facility within the Disposal System. In the event that the' County CaMot provide disposal capacity at another ---
facility within the Disposal System, it shall be ob1igated to reimburse the City for (i) any increased .
transportation cost (including without limitation, equipment rental costs, overtime and increased fuel costs
resulting from the unavailability of the Designated Disposal Facility) incurred by the City or the Franchise
Haulers in transporting City Acceptable Waste to any other disposal facility used by the City or Franchise.
Hauler and (ii) the amount, if any, by which the tipping fee at the alternative facility utilized by the City or
Franchise Hauler (because of the unavailability of any facility within the Disposal System) exceeds the then
current Contract Rate. The invoice shall include reasonable substantiation of the amount invoiced.
"11
(C) Tennination bv County in Certain Circumstances. In the event that the Designated Disposal
Facility becomes unavailable pursuant to Section 3.2(B) for a period exceeding 14 days, the County shall
have the right to terminate this Agreement pursuant to this Section. The County may exercise such right by
providing 10 days prior written notice thereof to the City. In the event that the County exercises such right,
the County shall be obligated to pay the City an amount equal to (i) any aggregate increased transportation
cost (including without limitation, equipment rental costs, overtime and increased fuel costs resulting from
the unavailability of the Designated Disposal Facility) reasonably expected to be incurred by the City or the
Franchise Haulers in transporting City Acceptable Waste to any other disposal facility used by the City or
.,
Franchise Hauler for a period of one year following the date of tenn ination and (ii) the aggregate amount,
if any, by which the tipping fee at the alternative facility utilized by the City or Franchise Hauler (because
of the unavailability of any facility within the Disposal System) is reasonably expected to exceed the then
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): C; -I.r - (is Item #3Lf Resolution #
Vote: Ayes 1-1 Nays Abstain
;)005 -30<.)
Absent
Change to motion to amend original documents 0
Companion Resolutions
NullNoid After: days /
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0
POST 0
RECORD W/COUNTY 0
By:
Date Sent to Mayor: 9 - '7- os' /
Date of Mayor's Signature: Cf (~( co{ /
Date of Clerk/CDC Signature: .--9", ~r O~
Reso. Log Updated: lXI /
Seal Impressed: EJ,
Reso. # on Staff Report ~
Date Memo/Letter Sent for Signature:
1 st Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Not Returned: 0
/
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes
Yes
Yes
Yes
Yes
NO~ By_
No / By
NOZ By=
No _L/13Y
NoL By_
Copies Distributed to:
Animal Control 0 EDA 0
City Administrator ~ Facilities 0
City Attorney Finance ~r
Code Compliance 0 Fire Department 0
Development Services 0 Human Resources 0
Others:
Information Services
Parks & Recreation
Police Department
Public Services (-v)
Water Department
o
o
~/
o
Notes:
.J
Ready to FIle: _
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Date:1/ \ 71 ")
Revised 12/18/03