Loading...
HomeMy WebLinkAboutItem 24 - Solid Waste Consulting Services — Request for Proposal & Contract AssistancePublic Works Agency https://www.santa-ana.org/pw Item # 24 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report June 15, 2021 TOPIC: Solid Waste Consulting Services Agreement Amendment — Request for Proposal and Contract Assistance AGENDA TITLE Approve the Second Amendment to the Agreement with HF&H Consultants, LLC, for Solid Waste Consultant Services to Expand the Scope of Work and Increase the Agreement Capacity by $120,000 for the Remaining Term of the Agreement (Non - General Fund) RECOMMENDED ACTION Authorize the City Manager to execute the second amendment to the agreement with HF&H Consultants, LLC to expand the solid waste consulting services scope of work and increase the total compensation by $100,000, plus a 20 percent contingency of $20,000, for a total additional amount not to exceed $120,000 for the remaining term of the agreement expiring June 30, 2022, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION HF&H Consultants (HF&H) is assisting the Public Works Agency with the Request for Proposals (RFP) process for City solid waste services that will provide appropriate solid waste services in Santa Ana, while considering recycling trends and maintaining compliance with State legislation. HF&H previously assisted the City in establishing the City's "Green Policy" and goals, negotiating an extension of the solid waste services agreement, developing a draft solid waste services RFP and agreement, evaluating proposals, expanding the RFP scope of work and agreement language, and initiating negotiations. HF&H was originally contracted to negotiate with one proposer and the Public Works Agency desires to amend the agreement (Exhibit 1) to modify HF&H's scope of work to include negotiations with four proposers, preparation of four solid waste services contracts, and provision of contract transition services. The compensation will also be amended to allow sufficient contract capacity for the requested services. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. Solid Waste Agreement Amendment June 15, 2021 Page 2 FISCAL IMPACT The total amount of the requested amendment is $120,000. Funds are available for expenditure in FY 2020-21 and will be budgeted in subsequent years as follows: Fiscal Year Accounting Unit Fund Accounting Unit, Amount — Account # Description Account Description 2020-21 Refuse Refuse Collection (June) 06917640-62300 Collection Service, Contract $90,000 Service Services -Professional 2021-22 Refuse Refuse Collection (July -June) 06917640-62300 Collection Service, Contract $20,000 Service Services -Professional Optional 1-Year Extension 2022-23 Refuse Refuse Collection (July -June) 06917640-62300 Collection Service, Contract $10,000 Service Services -Professional Total Amendment: $120,000 EXHIBIT(S) 1. Second Amendment to Agreement with HF&H Consultants Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Kristine Ridge, City Manager EXHIBIT 1 SECOND AMENDMENT TO AGREEMENT FOR SOLID WASTE CONSULTING SERVICES THIS SECOND AMENDMENT to the above -referenced agreement is entered into on June 15, 2021, by and between HF&H Consultants, LLC ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2018-134, dated May 15, 2018, by which Consultant agreed to provide solid waste consulting services ("Agreement"). The term of the Agreement ran through June 30, 2020. B. On September 17, 2019, the Parties entered into a First Amendment to the Agreement to increase the scope of services, include additional compensation due to the increased services, and extend the term of the Agreement until June 30, 2022, with an option to extend the Agreement. The Agreement is current and in effect. C. The parties now wish to further amend the Agreement to expand the scope of work and increase the amount to be expended under the Agreement in consideration of the expanded scope. The Parties therefore agree: 1. Section 1, Scope of Services, is further amended to include the additional services that are described on Exhibit A to this Second Amendment. 2. Section 2.a, Compensation, is amended in its entirety to increase the total sum to be expended under the term of the Agreement, as amended, by $120,000 per the rates and fees attached here to as Exhibit A to the Second Amendment. The sum of this amount is comprised of a base amount of $100,000 and a 20% contingency amount of $20,000 for services provided at the sole discretion of the City. The total amount to be expended under the term of this Agreement, including any extension period, shall not exceed $561,919. 3. Except as modified by this Second Amendment, all terms and conditions of the Agreement, as amended, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager APPROVED AS TO FORM SONIA R. CARVALHO, City Attorney By: � Brandon Salvatierra Deputy City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director, Public Works Agency CONSULTANT 1�4- -6 4;� By: I^ 17yL Title: SQA; p r �A d eei i EXHIBIT A City of Santa Ana Workplan 25-May-21 Solid Waste Negotiations DescriptionExecutive Task 1: Negotiate and Prepare Final Draft Agreements with Four Proposers Project 1 201 AnaNst 481 Admin Labor 01 81 76 1 19,300 Task 2: Prepare for and Attend Meetings with Public Officials 32 40 - 72 19,840 Task 3: Review City Staff Reports and Presentations and Provide Feedback 12 16 - 28 7,700 Task 4: Summary Report of Request for Additional Information 16 32 - 48 13,040 Task 5: Transition Assistance (1) 16 72 82 24 194 40,058 Total Hours 96 208 82 32 418 Total Fees $ 28,320 $ 54,080 $ 13,858 $ 3,680 $ 99,938 Expenses $ 62 Subtotal Before Contingency $ 100,000 Contingency $ 20,000 Total Fees & Expenses $ 120,000 (1) HF&H will meet and confer with City on tasks to be included in the transition assistance up to the available budget.