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Home My WebLink About25B - AGMT SOLID WASTE CONSULTINGREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 16, 2018 TITLE: APPROVE A TWO-YEAR EXTENSION OF THE SOLID WASTE CONSULTING SERVICES AGREEMENT WITH SLOAN VAZQUEZ MCAFEE, LLC {STRATEGIC PLAN NO. 4, 1 & 5} CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2"d Reading ❑ Implementing Resolution ❑ Set Public Hearing For Kola 011IIL ob11% � 1• N Y{ " FILE NUMBER CqyjMANAGER RECOMMENDED ACTION Authorize the City Manager and Clerk of the Council to execute the Extension of the Agreement with Sloan Vasquez McAfee, LLC, for solid waste consulting services, extending the expiration date to December 31, 2020, and adding funds in the amount of $116,421, for a total agreement amount not to exceed $281,075, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION In preparation for the expiration of the City's agreement for collection and handling of solid waste, the Public Works Agency developed a strategy to provide appropriate solid waste services in Santa Ana that considered changes in legislation and recycling trends. In December 2015, the City entered into a three-year agreement with Sloan Vazquez, LLC, to provide expert solid waste consulting services to carry out this strategy. The consultant surveyed rates and services provided in waste hauling contracts of ten Orange County cities and the unincorporated areas, performed rate data collection and analysis of existing contracts, and completed a financial analysis that evaluates and compares program components as they relate to rates. The process included a review of the City's Source Reduction and Recycling Element, Household Hazardous Waste Element, Non -Disposal Facilities Element, and applicable laws related to solid waste, including the City's Integrated Waste Management Ordinance and Municipal Code. The consultant also identified options for either contract renegotiation or issuance of a solid waste services Request for Proposal (RFP) and has assisted the City in RFP preparation and contract extension negotiation. i The original scope was proposed as a 15- to 17 -month time period. However, the project is projected to continue for 18 additional months, resulting in additional funds needed to properly complete the process. 2513-1 Agreement with Sloan Vasquez McAfee, LLC, for Solid Waste Consulting Services January 16, 2015 Page 2 Staff recommends extending the agreement with Sloan Vasquez McAfee, LLC, for a period of two years, to expire on December 31, 2020, and adding funding in the amount of $116,421, to find additional time to complete the Solid Waste Services RFP process and to support staff with the remaining project scope. The total agreement compensation will be $281,075. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #4 - City Financial Stability, Objective #1 (maintain a stable, efficient and transparent financial environment); and, Goal #5 - Community Health, Livability, Engagement & Sustainability. ENVIRONMENTAL IMPACTS There is no environmental impact associated with this action. FISCAL IMPACT Funds in the amount of $116,421 are budgeted and available in the Refuse Collection Service Fund (Account No. 06917640-62300)for expenditure in FY 2017-18, 2018-19, and 2019-20. Unspent encumbered funds will be carried forward into subsequent fiscal years. The estimated fiscal spending plan is as follows: Fiscal Year Amount FY 2017/18 (January — June) $35,000 FY 2018/19 (July — June) $53,210 FY 2019/20 (July -December) $28,211 TOTAL $116,421 IIIA J, j2, r Mousavipo r Executive Director Public Works Agency FM/MLM/CK Exhibits: 1. Agreement Extension 25B-2 APPROVED AS TO FUNDS & ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency FIRST AMENDMENT TO CONSULTANT AGREEMENT WITH SLOAN VAZOUEZ, LLC FOR SOLID WASTE CONSULTING SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on January 16, 2018 by and between Sloan Vazquez, 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 C'City). RECITALS A. The parties entered into Agreement No. A-2015-300, dated December 16, 2015 C Agreemenf1, by which Consultant agreed to provide solid waste consulting services. B. The Agreement remains in effect through December 31, 2018, with provision for extension, and the parties now wish to amend the Agreement by expanding the scope of services, providing additional compensation for such services, and extending the term of the Agreement. The parties therefore agree: 1. Section 1, Scope of Services, is amended to include the additional tasks described in Exhibit A. 2. Section 2, Compensation, is amended to include an additional $116,421 for the services described in Exhibit A so that the total sum to be expended during the term of the Agreement shall not exceed $281,075. 3. Section 3, Term, is amended to extend the term of the Agreement through December 31, 2020. 4. Except as modified by this First Amendment, all terms and conditions of the Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement the date and year fust written above. ATTEST MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO, City Attorney By:A I'll J6 JOHN . FUNK Assistant City Attorney RECOMMENDED FOR APPROVAL Fred Mousavipour, Executive Director Public Works Agency CITY OF SANTA ANA RAUL GODINEZ R City Manager CONSULTANT Name: Title: Page 1 of 1 �c�b�1 EXHIBIT A 25B-4 Assistance With staff report 4 4 4 0 12 195 195 195 55 780.00 760.00 780.00 2,340.00 Ffnalftlng Extension Agreement a is 0 0 24 195 195 195 55 1,560.00 3,120.00 4,680.00 C&D Agreement Extension 8 24 16 0 48 195 195 295 55 1,560.00 4,680.00 3,120.00 9,360.00 Prop 218 RFP Research 4 6 24 4 38 195 195 195 55 780.00 1,170.00 4,680.00 220.00 6,850.00 RFP/Draft Agreement Revisions 6 12 24 0 42 195 195 195 — SS — 1,170.00 2,340.00 4,680.00 - 8,190.00 Preparation for Coundi Meeting 4 4 4 0 12 195 195 195 55 780.00 78"Co 780,C0 780.00 2,340,00 Council Meeting for Final RFP approval 6 6 6 5 0 is 195 —�9-5 5 195 SS 1,170.00 1,170.CMO 1,170.00 3,510.00 Preparation for pre -proposal conference 4 4 T44 4 0 195 95 55 780.00 ()00 780.00 780.002,340.00 Pre -Proposal Conference 4 4 95 195 5 19 195 55 780.00 780.00 780.00 220.00 2,560.00 Written Question Response 2 8 8 0 18 195 195 195 55 390.00 1,560.00 1,560.00 *-- 3,510.00 RFP Addenda 2 2 4 0 a 195 195 195 55 39D.00 390.00 780.00 1,560.00 Evaluation Scoring Formulas 0 2 2 0 4 195 195 195 �-55 a 0 OC) 390.00 390.00 780.00 Benchmark Proforma 0 36 0 0 36 195 195 195 1 5-5-- 7,02-0.00 7,020.00 Proposal Evaluation 60 60 — 60 0 IBO 195 195 195 55 11,7CO.00 11,700 .00 11,700.00 - 35,100.00 Proposer Interviews 12 12 12 4 40 195 195 195 55 2,340.00 2,340.00 2,340.00 220.130 7,240.00 Council Meeting Preparation 12 12 12 a 36 195 195 195 55 2,340.00 2,340.00 2,340.00 - 7,020.00 Council Meetings (3) 18 18 18 0 E54 195 195 195 55 3,510.00 3,51040 3,510.00 - 10,530.00 IFinal Contract Negotiation 20 36 8 0 6 641� IL95 195 195 55 3,900.00 7,020.00 1,560.00 - 12,480.00 TOTAL 174 266 210 12 662 E3-930.0TD51,870 00 40,950.00 650.()0 127,410.00 RemaTnfng Budget lProposed Adjustment 10,989.00 116,421.00 25B-4