DATE: February 25, 2020
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Agreement for Solid Waste Planning Consulting Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Stearns Conrad, & Schmidt, Consulting Engineers, Inc., dba SCS Engineers to assist in evaluating solid waste programs and planning programs compliant with both State regulations and the Fresno County Ordinance Code and to develop and prepare a strategic and comprehensive solid waste management master plan, and execute related tasks effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $290,000.
REPORT
Approval of the recommended action will authorize an agreement with Stearns Conrad, & Schmidt, Consulting Engineers, Inc. (SCS Engineers) to assist the Department of Public Works and Planning staff in evaluating solid waste programs and revising the County’s solid waste management master plan. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may choose not to approve the recommended action; however, Department staff would return to the Board for further direction on alternative options to obtain consulting services. Your Board may direct staff to review and renegotiate certain terms of the recommended agreement.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The maximum compensation for the recommended agreement is $290,000 and will be funded by the County’s Solid Waste Management Program Administration Fee (currently $3.41 per ton of landfilled solid waste) as well as the Exclusive Service Area Program (ESAP) AB 939 service fee (currently 3%). Sufficient appropriations and estimated revenues are included in the Department’s - Resources Org 9015 FY 2019-20 Adopted Budget and will be included in budget requests for the term’s duration.
DISCUSSION:
A solid waste planning consultant will assist the Department in reviewing and assessing the County’s solid waste management plans, programs, and processes to address both immediate and future countywide solid waste management needs.
On October 10, 2019, the Internal Services Department - Purchasing Division issued Request for Proposal (RFP) 20-018 - Solid Waste Planning Consulting Services on behalf of the Department. Bidders were asked to demonstrate their capabilities and qualifications, including experience in education and outreach program development, State-compliant solid waste reporting forms and processes, and addressing and implementing diversion programs, especially Senate Bill 1383 (SB 1383) (Chapter 395, Statutes of 2016) organics diversion. Bidders also were asked to provide examples establishing appropriate experience in project management and administration, including annual project plans, project timelines, periodic status reports, accurate and timely billings, and organizational plans, goals, and philosophies. The RFP notice was sent to seven prospective bidders identified by Department staff as possible interested parties and/or past bid participants, and was also published on the County’s Public Purchase system.
The RFP closed on November 6, 2019 and two bid responses were received and reviewed by an evaluation committee on November 26, 2019. The committee was comprised of Department staff: a Division Manager, a Principal Staff Analyst, and a Senior Engineer. The proposals were each evaluated on their merits with respect to capability and qualifications, education and outreach, solid waste reporting, implementing diversion programs, and project management. After reviewing the proposals, the evaluation committee ranked the proposals and unanimously selected SCS Engineers as the most qualified bidder to provide solid waste planning consulting services.
SCS Engineers’ proposal provided information about a practical and comprehensive integrated solid waste management plan with its presentation of a project completed in a county, in which SCS conducted a program review and drafted a solid waste master plan that incorporated anticipated future regulations for food waste and organics diversion. SCS demonstrated thoroughness in their proposal and made recommendations that were appropriate for that county. SCS also completed a relevant project developing SB 1383 planning and compliance activities for a Regional Waste Management Authority within the immediate San Joaquin Valley that shares traits with Fresno County including a heavy agricultural presence. Throughout its proposal, SCS demonstrated its ability to assist jurisdictions with solid waste planning, and SB 1383 planning, by assessing current resources, and making recommendations that were relevant and appropriate for the jurisdiction.
Department staff recommends that your Board approve the recommended agreement to commence the critical elements of planning, design, and implementation of programs related to the State’s organics diversion mandates and a significant increase in edible food recovery by 2020. Official State enforcement will begin on January 1, 2022. The State requires that jurisdictions begin a local organics enforcement program by January 1, 2024, and achieve 75% reduction in organic disposal, and a 20% increase in edible food recovery by January 1, 2025.
REFERENCE MATERIAL:
BAI #51, August 6, 2019
BAI #58, July 11, 2017
BAI #51, August 9, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with SCS Engineers
CAO ANALYST:
Sonia M. De La Rosa