DATE: March 28, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Agreement for the Collection of Waste Oil, Used Filters, Antifreeze and
Solvent Disposal Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Asbury Environmental Services to provide waste oil, used filter, antifreeze, and solvent disposal services for a three year term commencing March 28, 2017 through March 27, 2020 at a total cost of $151,050 with an option to extend the Agreement for an additional two one-year periods for a maximum total not to exceed $251,750.
REPORT
The County has five divisions that will utilize the disposal services provided by this Agreement. Four of the five divisions, Road Maintenance Division, Internal Services - Fleet Services Division, Sheriff Fleet Services Division, and American Avenue Disposal Site (AADS) generate used oil and filters, antifreeze and solvent in carrying out daily operational activities. The Resources Division will utilize the services provided in the Agreement to coordinate the collection of waste oil and filters for over 30 Used Oil Certified Collection Centers (CCCs) located throughout the various incorporated cities and unincorporated communities of the County. California Department of Resources Recycling and Recovery (CalRecycle) grant funds are used to fund the collection service provided to the CCC’s.
ALTERNATIVE ACTION(S):
No viable options are available. If this Board Agreement is not approved, the County would be unable to dispose of these wastes in an environmentally safe manner, and risk being found in violation of state and local regulations.
FISCAL IMPACT:
There is no Net County Cost associated with the approval of the Agreement. Appropriations to fund the cost of the services are included in the FY 2016-17 Adopted Budgets in Public Works and Planning (PW&P) - Grants Org 55122205 (CalRecycle Oil Payment Program - $10,000), PW&P - Roads Org 4510 ($5,250), PW&P - American Avenue Disposal Site Org 9026 ($1,500), Sheriff Org 3111 ($1,600), and Internal Services - Fleet Services Org 8910 ($32,000).
DISCUSSION:
The County’s has five divisions, Road Maintenance Division, Internal Services Fleet Services Division, Sheriff Fleet Services Division, Resources Division and the American Avenue Disposal Site (AADS) that will utilize the services provided by the Agreement. Four of the five divisions generate waste oil and filters, antifreeze and solvent through the course of their daily operation, which may include roadside cleanup, and motor vehicle and heavy equipment fleet maintenance. The Resources Division will utilize the services provided by the Agreement to coordinate the collection of waste oil and filters from over 30 Used Oil Certified Collection Centers located throughout the various incorporated cities and unincorporated communities of the County. CalRecycle grant funds are used to provide collection service to the CCC’s.
Request for Quotation (RFQ) No. 926-5472 for Waste Oil, Used Filters, Antifreeze, and Solvent Disposal Services was published on June 17, 2016. A subsequent Addendum was released on July 7, 2016 to notify prospective bidders of quarterly and annual oil and filter collection and recycling reporting requirements. The bid was closed on July 19, 2016. Two bids were submitted by: (1) Asbury Environmental Services, and (2) Environmental Logistics. Asbury Environmental Services was selected as the most responsive bidder.
Staff has prepared an Agreement to allow for the increased number of divisions requiring the service, and to secure appropriate funding for the provision of these services. In prior years, Procurement Agreements (Agreements P-11-281-G, 270051G, 270052G, 230172G, 200181E, and 970118E) were awarded for these services due to vendors offering free/low cost pickup or incentive payments to the County for oil collected.
The term of this Agreement will be for three years from the execution date and may be extended for up to two additional one-year periods by mutual written consent of the County and Asbury Environmental Services. The annual total service amount for this Agreement is $50,350 with a maximum of $151,050 for the three-year term. If this Agreement is extended for the two additional one-year periods, the maximum total compensation for five years will not exceed $251,750.
Asbury Environmental Services indicated in its response to RFQ 926-5472, that it will extend contract terms and conditions to jurisdictional agencies that are members of the Central Valley Purchasing Group, which is a purchasing co-operative comprised of the Counties of Fresno, Kern, Kings, and Tulare. Member agencies choosing to avail themselves of the opportunity will arrange for services with the contracted vendor, and be liable to the contracted vendor and vice versa per the terms and conditions of the Agreement all while holding the County harmless.
REFERENCE MATERIAL:
BAI # 68, May 24, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Asbury Environmental Services
CAO ANALYST:
John Hays