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APPROVE MOTION TO AUTHORIZE CONTRACT FOR SERVICES AMENDMENT NO. 2 FOR HAZARDOUS WASTE MANAGEMENT SERVICES (CITYWIDE)
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RECOMMENDATION
It is recommended that the City Council approve a motion to authorize the City Manager to execute Contract for Services Amendment No. 2, in the not to exceed amount of $370,000, with Clean Harbors Environmental Services, Inc. of West Sacramento, CA, to extend the contract expiration date to November 30, 2028, for Hazardous Waste Management Services.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
On October 24, 2023, by Motion No. 2023-10-24-1206, Council awarded a three-year Contract for Services in the amount of $435,000 to Clean Harbors Environmental Services, Inc. (Clean Harbors) of West Sacramento, CA, for Hazardous Waste Management Services.
Clean Harbors provides transportation and disposal services for hazardous waste generated through the day-to-day operations of the Public Works and Municipal Utilities Departments. In addition, Clean Harbors provides the Public Works Department with transportation and disposal services for hazardous waste associated with illegal dumping.
The current contract allows for one optional two-year extension at the same rates and terms as stated in the original contract. It is recommended that Council approve a motion authorizing the City Manager to execute Contract for Services Amendment No. 2, in the not to exceed amount of $370,000, with Clean Harbors to extend the contract expiration date to November 30, 2028. The recommended contract amount is based on historical expenditure trends and provides capacity for ongoing hazardous waste management services. The Contract for Services Amendment No. 2 will be funded by various department accounts.
DISCUSSION
Background
The U.S. Environmental Protection Agency describes hazardous waste as waste with properties that make it dangerous or capable of causing harmful effects to human health or the environment. Hazardous waste must be managed and disposed of in accordance with applicable federal and State requirements, including the Resource Conservation and Recovery Act and the California Health and Safety Code sections 25189 through 25196. Hazardous waste cannot be disposed of in the trash, a municipal landfill, or a sewer or drainage system, and must be transported and disposed of through authorized facilities and service providers.
Three City facilities routinely generate hazardous waste: Public Works Corporation Yard, the Municipal Utilities Regional Wastewater Control Facility, and the Delta Water Treatment Plant. In addition, approximately 12 other City-owned facilities may periodically generate hazardous waste. Abandoned hazardous materials and accidental spills in the public right-of-way are potential sources of non-routine hazardous waste requiring proper collection, transportation, disposal, and, when necessary, remediation.
On June 28, 2023, the City advertised a Request for Proposals (RFP) for Hazardous Waste Management Services, Project No. SEB-23-005. Clean Harbors was selected to provide these services.
On October 24, 2023, by Motion No. 2023-10-24-1206, Council awarded a three-year Contract for Services in the amount of $435,000, with prescribed rates that included a Consumer Price Index inflator, to Clean Harbors.
On May 15, 2024, the City Manager approved Contract for Services Amendment No. 1 with Clean Harbors, in the amount of $143,500, to address costs associated with the illegal dumping of hazardous materials, bringing the total contract amount to $578,500.
Present Situation
Clean Harbors provides transportation and disposal services for hazardous waste generated through the day-to-day operations of the Public Works and Municipal Utilities Departments. In addition, Clean Harbors provides the Public Works Department with transportation and disposal services for hazardous waste associated with illegal dumping.
The services provided by Clean Harbors are necessary to support the City’s ongoing hazardous waste management needs, maintain safe City operations, and facilitate the proper removal and disposal of hazardous materials encountered in the public right-of-way. The optional one-time two-year extension is provided for under the existing Contract for Services and will allow these services to continue at the rates and terms established in the original contract. The current Contract of Services is scheduled to end on November 30, 2026.
It is recommended that Council approve a motion authorizing the City Manager to execute Contract for Services Amendment No. 2, in the not to exceed amount of $370,000, with Clean Harbors to extend the contract expiration date to November 30, 2028. The recommended contract amount is based on historical expenditure trends and provides capacity for ongoing hazardous waste management services.
FINANCIAL SUMMARY
Departments that generate hazardous waste and require collection, recycling, treatment, or disposal services are responsible for allocating funds for these services. Contract for Services Amendment No. 2, in the not to exceed amount of $370,000, with Clean Harbors will be funded from various department accounts:
DEPARTMENT ACCOUNT NUMBER ANNUAL AMOUNT
Public Works Fleet 4530-700-630006-500-000-00-45-000-000 $ 65,000
Public Works AWP 4560-719-630006-255-000-30-45-000-000 $ 40,000
Public Works Solid Waste 4560-700-630006-255-000-30-45-000-000 $ 30,000
Municipal Utilities Wastewater 6511-501-630006-600-000-00-65-000-000 $ 35,000
Municipal Utilities Water 6513-511-630006-600-000-00-65-000-000 $ 15,000
TOTAL ANNUAL AMOUNT $185,000
Funding is available within the respective departmental budgets to support these services during the optional two-year extension period.
With approval of Contract for Services Amendment No. 2, the revised contract amount with Clean Harbors will be increased to $948,500. The existing terms of the contract will remain unchanged.
Attachment A -Contract for Services Amendment No. 2 with Clean Harbors