HomeMy WebLinkAboutAgenda Packet - November 24, 2014 - UB APPROVED
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AZUSA
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CONSENT CALENDAR
TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY
BOARD
FROM: GEORGE F. MORROW, DIRECTOR OF UTILITIES
DATE: NOVEMBER 24, 2014
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH SUSTAINABLE
ENVIRONMENTAL MANAGEMENT COMPANY (SEMCO) D.B.A. HULS
ENVIRONMENTAL MANAGEMENT, LLC FOR ADMINISTRATION OF
OIL PAYMENT PROGRAM
RECOMMENDATION
It is recommended that the Utility Board waive formal Request for Qualifications (RFQ) and
award a three-year professional services agreement to Sustainable Environmental Management
Company (SEMCO)d.b.a. Huls Environmental Management, LLC for the administration of used
oil recycling payment program in amount of$19,140.
BACKGROUND
The City of Azusa maintains a year-round used oil recycling program which is funded by a used
oil recycling block grant from the California Department of Resources Recycling and Recovery
(CalRecycle). The program being operated in Azusa consists of the City supplying used oil drain
pans to participating used oil collection centers, which currently includes Dick's Auto Supply,
Valero's Gas Station, Jiffy Lube, O'Reilly Auto Parts, and Y Tires, and advertising to promote
drop off of used oil at these centers.
Huls Environmental Management, LLC has provided assistance in administering the used oil
block grant since February 2001. Its contract expired on August 16, 2014. Huls has been
promoting used oil recycling at five collection centers in Azusa mainly by supplying them with
used oil drain pans purchased by the City under this program. The centers provide the drain pans
free to residents to promote recycling of motor oil. Huls tracks the number of drain pans given
away each month and orders more drain pans when the centers' inventories run low. Huls also
tracks the gallons of oil and used filters dropped off at the centers each month, and develops
components of the report that must be submitted to CalRecycle on an annual basis.
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SEMCO PSA
November 24,2014
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Staff considers Huls Environmental services unique and sole provider. There are very few
consultants that offer this type of service and since the City only receives a small grant from the
State to afford the services of larger companies, staff recommends waiving formal Request for
Qualifications and awarding a three-year agreement to Huls Environmental, with two optional
one-year extensions, due to its proven services provided in the past and guaranteed no increase in
the contract amount for the next three years. Huls contract from August 2011-2014 was$19,140.
Of this amount, $14,932 was billed for the last three years or $4,977.50 per fiscal year, 22%
lower than the annual billing limit under the contract.
FISCAL IMPACT
The City receives about $13,000 oil payment funding annually from CalRecycle and these funds
will be used to pay for Huls Environmental services and other related program activities.
Prepared by: Liza Cawte, Sr. Administrative Technician
Reviewed by: Talika M. Johnson, Utilities Administrative and Financial Services Manager
Attachments: SEMCO Proposal and Professional Services Agreement
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Sustainable Environmental Management Co.
SEMCO
November 13, 2014
Talika M. Johnson
Utilities Administrative and Financial Services Manager
Azusa Light&Water
729 North Azusa Avenue
Azusa, CA 91702
SUBJECT: CONSULTING SERVICES PROPOSAL—
USED MOTOR OIL RECYCLING PROGRAM, NOV 2014 TO NOV 2017
Dear Ms. Johnson,
Huts Environmental Management, LLC (d.b.a. Sustainable Environmental Management Co.) is
pleased to present this technical and cost proposal to the City of Azusa (City)for consideration.
SEMCO is currently under contract to manage and implement the City's used motor oil recycling
program. Our existing contract will expire upon budget depletion. As detailed in this letter,
SEMCO proposes to continue administration of the City's used motor oil recycling program for
the next three years, ending November 2017.
Provided below is a summary of our proposed tasks, as well as our proposed budget. Our
intent is to create a well rounded recycling program that seeks to target every sector of the
Azusa community. As always, all grant programming will be implemented in accordance with
CalRecycle guidelines.
PROPOSED TASKS > To be accomplished annually.
I. Education &Public Awareness
• Advertisements — City publications are highly effective in getting program specific
information to residents. For this reason, SEMCO will arrange for the publication of at least
one article per year in the Azusa Tomorrow Newsletter. The information will promote proper
disposal of used motor oil as well as the container distribution program. We will develop the
article and submit it to the City for review and approval, before publication. To saturate the
community with additional public education, advertisements will also be placed in one or
more community newspapers, such as the Azusa Highlander, the Azusa Beacon, and the
San Gabriel Valley Examiner.
• Distribution of Public Education Materials — In the past, the City's certified collection
centers have functioned as distribution points for giveaways and literature. This targeted
approach will allow the City to provide used oil recycling information directly to do-it-
yourselfers in the community. SEMCO proposes to utilize the collection centers as
distribution points at least once each year. Items to be distributed by the centers may
include shop towels, funnels, filter wrenches, fact sheets, and LA County HHW Roundup
flyers. Items already in inventory will be distributed. Additional items may be selected and
purchased in collaboration with the City and with collection center staff. Only items pre-
approved by CalRecycle will be considered. SEMCO will prepare and deliver the items to
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the collection centers along with distribution instructions. If desired by the City, the library,
recreation center and city hall may also serve as distribution points.
• Mailer—As an effective way of delivering the used oil message to every residence in the
City, SEMCO proposes the production of an annual mailer. This can be a stand alone
mailer, an insert in the water/electric bill, or an insert in the residential trash bill. The mailer
will provide information on the certified collection centers,the container distribution program,
and proper disposal of hazardous waste. The mailer will be bilingual, and will be printed on
recycled paper. All associated costs will be borne by the used oil grant.
• Partnership with Auto Shop Classes — Any high school auto shop class is comprised
entirely of young do-it-yourselfers with a distinct interest in auto mechanics. Students
enrolled in such classes perform routine auto maintenance in class and likely at home.
SEMCO proposes to capture this target audience by working directly with any auto shop
classes that may exist in the City. We will first contact the local public high school to see if
such classes exist. Second, we will work together with the instructor(s) to arrange
classroom presentations, or the distribution of CalRecycle curriculum, drain containers, shop
towels, funnels,fact sheets, etc.
• Transit Shelter Ads—SEMCO proposes the production and display of advertisements in
select bus shelters throughout the City. This will give the used oil program high visibility
among public transit passengers and motorists. We can either utilize artwork available
through CalRecycle, or create customized posters. SEMCO will develop the posters
according to the required specifications, and obtain City approval. Clear Channel Outdoor
Inc. (the firm responsible for managing the City's bus shelters) will handle printing and
installation of the posters. This can be done once per year, for a specified number of
weeks.
II. Collection Centers
• Container Distribution — SEMCO assisted the City in initiating a container distribution
program in 2001. Since then, each of the City's collection centers distributes drain
containers to residents in need on an ongoing basis. We will continue to contact all five
centers monthly and record the number of containers distributed, the amount of oil collected,
and the number of filters collected. The container manufacturer, GEO Plastics,will store the
City's supply of containers in their local facility. We will coordinate the shipment of additional
containers to the individual centers as their supply is depleted.
• Site Visits — SEMCO will perform the annual certified center site visits as required by
CalRecycle. A site visit checklist will be completed and filed for each center. Additionally,
technical assistance with re-certification, reimbursement claims, after hour drop-off, signage,
etc. will be provided to the centers as needed.
Ill. Curbside Collection
• Curbside Collection Day — To provide residents with an additional option for the proper
disposal of used motor oil and fillers, SEMCO has recently explored the idea of a
curbside collection day. On a designated day, likely in the early summer, residents
would be permitted to leave used motor oil, used filters, and other auto related waste on
their door step for pickup. The pickups would be performed by At Your Door Special
Collection, a certified hazardous waste handler. The intent is to create a convenient
option for the proper disposal of select items, mainly for the benefit of residents that are
unable to transport hazardous materials to a drop-off location. The curbside program
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will be available to all residents, however it is intended for members of the community
that do not have convenient access to a vehicle, or cannot safely transport their own
materials to a collection center/hazardous waste roundup. If desired by the City,
household batteries and sharps can also be picked up by At Your Door on the
designated curbside collection day, however the used oil grant would not fund the
associated cost. The used oil grant will fund $82 per participating household (equal to
91% of the cost), and any remaining costs would be borne by another City budget. A
curbside collection day can be held annually, and advertised well in advance city-wide.
IV. Grant Management and Reporting
• Quarterly Progress Reports—SEMCO will prepare and submit quarterly progress reports
to the City. The progress reports will provide a summary of tasks accomplished during the
quarter, as well as a record of drain containers distributed, and oil and filter collection per
center.
• Annual Grant Report — SEMCO will complete the City's annual report package for
submittal to CalRecycle by its annual due date of August 15.
PROPOSED BUDGET >Annual.
Our annual consultant cost to perform the tasks described is presented below. Our cost
remains the same as in our existing contract. Our not-to-exceed cost is$6,380 per year.
I. Education & Public Awareness 24 hours @ $110/hour $2,640
II. Collection Centers 15 hours @ $110/hour $1,650
III. Curbside Collection 8 hours @ $110/hour $ 880
IV. Grant Management and Reporting 11 hours a $110/hour $1,210
Total, Per Year $6,380
Please note that any project costs, including advertisements and the cost of giveaways, is in
addition to our consultant cost, and is to be paid directly to the respective vendors.
We hope that this proposal meets with your approval, and we look forward to a continued
relationship with the City of Azusa. If you have any questions regarding this proposal, or if you
require additional information, please feel free to contact me at 626-332-7514.
Sincerely,
Sandy Costandi
Managing Director
Sustainable Environmental Management Co.
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CITY OF AZUSA
- PROFESSIONAL SERVICES AGREEMENT
1. PARTIES AND DATE.
This Agreement is made and entered into this 24'"day of November, 2014 by and between
the City of Azusa, a municipal organization organized under the laws of the State of California
with its principal place of business at 213 East Foothill Blvd., Azusa, CA 91702 ("City")
and Sustainable Environmental Management Company d.b.a.
Huts Environmental Management, LLC, a California Corporation, with its principal place of
business at 1074 Parkview Drive #105, Covina, California 91724 ("Consultant"). City and
Consultant are sometimes individually referred to as Party and collectively as Parties.
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain
professional services required by the City on the terms and conditions set forth in this Agreement.
Consultant represents that it is experienced in providing used oil recycling services to public clients,
is licensed in the State of California,and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such services for the Used Oil Block Grant
project(Project)as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the
City all labor,materials,tools,equipment,services,and incidental and customary work necessary to
fully and adequately supply the professional consulting services necessary for the Project
("Services"). The Services are more particularly described in Exhibit "A" attached hereto and
incorporated herein by reference. All Services shall be subject to,and performed in accordance with,
this Agreement,the exhibits attached hereto and incorporated herein by reference,and all applicable
local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from the date first set forth herein
to November 24. 2017, unless earlier terminated as provided herein. Consultant shall complete
the Services within the term of this Agreement, and shall meet any other established schedules
and deadlines.
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