APPROVE AN AGREEMENT FOR HAZARDOUS MATERIALS COLLECTION AND DISPOSAL SERVICES / FILTER RECYCLING, INC.

SUBJECT:

APPROVE AN AGREEMENT WITH FILTER RECYCLING, INC. FOR HAZARDOUS MATERIALS COLLECTION AND DISPOSAL SERVICES

RECOMMENDATION:   That the City Council award Contract No. GS 08-11.01 to Filter Recycling, Inc. of Rialto, California, and authorize the City Manager to execute a one-year agreement (on file in the Records Management Department) for hazardous materials collection and disposal services with the option to extend for up to two additional one-year periods.

COUNCIL GOALS:   Operate in a Businesslike Manner Maintain the Current High Level of Public Safety

FISCAL IMPACT:   The City spends approximately $62,000 annually for the containment, collection and disposal of hazardous materials. Funding for these services is included in the operating budgets for the Fire Department, Police Department and Solid Waste/Equipment Services. The recommended agreement would establish labor, materials and equipment billing rates for the initial term as well as optional extension periods; and expenditures for any given year would vary dependent upon the number of cleanups and calls for service. Continuation of the agreement under the same fee structure would be contingent upon approval of the respective future fiscal years’ budgets by the City Council. Contracting for goods and services on a multi-year basis allows the City to: limit yearly increases to the bid amount; eliminate man-hours in re-bidding the contract annually; and project estimated future costs. The amounts for future years will be based on City Council approved budget amounts and departmental requirements for service.

BACKGROUND:   The Ontario Fire Department’s HazMat Team routinely responds to calls for service involving the illegal or accidental release of hazardous waste or materials on public property. These incidents require immediate action to contain and dispose of the hazardous materials. Additionally, the City’s public household chemical collection center and fleet maintenance program generate materials and waste products that must be disposed of in accordance with State and Federal regulations. Accordingly, the Public Works/Community Services Agency contracts for hazardous waste removal at regular intervals. To address both sets of needs, the various departments developed a coordinated contracting approach with primary responsibility for contract management residing with the Fire Department.

In November 2008, the City solicited proposals based on the type and level of activity historically experienced. In addition to publishing a solicitation for proposals in the local newspaper, requests were distributed to eight potential service providers. A total of eight responses were received.

Filter Recycling, Inc., located in Rialto, was recommended by a committee of representatives from various City departments which utilize hazardous materials collection and disposal services. Filter Recycling Inc. has been contracting with the City since July 2003, and the utilizing departments have been very satisfied with the level of services received. The selection committee also found their overall pricing to be favorable relative to the other responses received.

The recommended action covers an initial one-year term and permits the extension of services for up to two additional one-year periods at the sole discretion of the City.

STAFF MEMBER PRESENTING:   Chris Hughes, Fire Chief