DATE: February 1, 2022
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Retroactive Waste Tire Hauling and Disposal Service Agreements
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute a retroactive Master Agreement with American Refuse, Inc. to provide waste tire hauling services, effective September 12, 2021, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $1,025,000.
2. Authorize the Director of Public Works and Planning or his or her designee to add additional contractors to this Agreement as they are identified who will agree and be bound by the terms and conditions of the Master Agreement without affecting the remainder of this Agreement.
REPORT
The County collects, manages, and recycles tires received at the County’s American Avenue Disposal Site (AADS), picked up from County roadways, and collected as part of the County’s grant-funded tire disposal programs. The Master Agreement (Agreement) is for hauling services and for the proper disposal/recycling of these tires. Compensation for each one-year period of the Agreement with be a total of $205,000 and a maximum combined total of $615,000 for the three-year term of the Agreement. The Agreement includes an option to extend for two additional one-year periods, upon mutual written consent between the County and the vendor. If the Agreement is extended to the vendor for the two additional one-year periods, the maximum combined total compensation for the five years will not exceed $1,025,000. This item is Countywide.
ALTERNATIVE ACTION(S):
No viable alternatives are available. If this Agreement is not approved, the County would be unable to dispose/recycle waste tires in an environmentally safe manner, and risk being found in violation of state and local regulations.
RETROACTIVE AGREEMENT:
Staff received no bid responses in the initial request for statements of qualifications. Due to the lack of timely bid responses and subsequent negotiations with potential bidders this agreement is retroactive to September 12, 2021, when the past waste tire hauling and disposal services master agreement expired.
FISCAL IMPACT:
The Master Agreement will provide waste tire hauling services to the County for three years and may be extended for two additional one-year periods through September 20, 2026. Sufficient appropriations for these services, not to exceed $205,000 during the first contract year, are included in the FY2021-2022 Adopted Budgets in Org 45104514 (Roads - $35,000), Org 9026 (American Avenue Disposal site - $100,000), Org 55122210 (Tire Amnesty Grant - $30,000), and Org 55122211 (Tire Clean-up Grant - $40,000) and will be included in subsequent budgets.
DISCUSSION:
The County collects and manages waste tires received at AADS, road maintenance yards, and through the various active grant funded programs. The County is required by state and local regulations to dispose and/or recycle tires in an environmentally safe manner. Current regulations prohibit landfilling of bulk quantities of tires that have not been cut up for compact disposal.
A Request for Statements of Qualifications (RFSQ) No. 21-063 for countywide waste tire removal services was published on June 30, 2021. Vendors meeting the requirements to provide this type of service in the Central California area are very limited. Of the 20 vendors notified, zero identified vendors submitted a bid.
Per County Purchasing policy, when no bids are received, the Resources divisions is free to solicit any vendor to provide the requested services. If a vendor was identified on the initial distribution of bid documents and would now like to provide a response, a statement as to why a response was not provided during the bidding period must accompany their proposal. Those statements are provided in the Master Agreement as an attachment to this item. There is only one vendor currently able to meet the County’s needs, but if others become available over the course of the term and desire to be added, they will be.
REFERENCE MATERIAL:
BAI #55, September 13, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Master Agreement
CAO ANALYST:
Ron Alexander