DATE: August 6, 2019
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Amendment to Agreement with Abbe and Associates LLC
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute Amendment II to Agreement No. 16-504 with Abbe and Associates LLC to provide consultant services related to amending the Exclusive Service Area Program Agreement, extending the term by six months from August 9, 2019 to February 8, 2020 and increasing the maximum by $37,500 to a total of $337,500.
REPORT
Approval of the recommended action will authorize Abbe & Associates LLC to continue assisting Department of Public Works and Planning staff with developing an appropriately indexed Recycling Surcharge for recyclables collected within the Exclusive Service Area Program (ESAP) territories. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may choose not to approve the recommended action; however, a new request for proposals (RFP) will need to be issued to select a consultant to complete the work started by Abbe and Associates, which may delay the implementation of state-mandated programs and negotiations with the ESAP haulers to amend the ESAP Agreement.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The recommended amendment would increase the maximum compensation from $300,000 to $337,500. Sufficient appropriations and estimated revenues are included in the Department - Resources Org 9015 FY 2019-20 Recommended Budget and will be included in the budget request for the duration of the term. The costs will be funded by the County’s AB 939 Service Fee and County Solid Waste Management Fee.
DISCUSSION:
On August 9, 2016, the Board executed Agreement No. 16-504 with Abbe & Associates to assist Department staff in evaluating current and future solid waste programs, the extension and amendment of the ESAP, and to update the solid waste strategic plan and related legislation.
On July 11, 2017, the Board executed Amendment I to Agreement No. 16-504, which provided for an additional 12-month extension of the term. As authorized by Amendment II, the agreement was further extended on June 29, 2018 for an additional year, pursuant to the approval of the Department Director.
Abbe and Associates has met all performance standards as specified in the contract and has extensive knowledge of the local ESAP operations and regulations that govern the collection of solid waste. However, in retrospect, Department staff did not anticipate the downturn of the recycling market, the scope of which resulted in a request by the ESAP haulers for a Recycling Surcharge to cover increases in their costs incurred based upon unforeseen circumstances. Ongoing negotiations continue for an amendment to the ESAP Agreement.
Department staff have consulted with Internal Services Department - Purchasing Division and received approval and support to extend the agreement for an additional six months. Staff will draft a new RFP for consultant services and expect to award a proposal prior to the expiration of the proposed extension.
REFERENCE MATERIAL:
BAI #58, July 11, 2017
BAI #51, August 9, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment II to Agreement 16-504 with Abbe and Associates
CAO ANALYST:
Sonia M. De La Rosa