HomeMy WebLinkAboutE-6 Staff Report - Extension of KJ Services ContractCONSENT ITEM
E-6
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MANNY ROBLEDO, DIRECTOR OF UTILITIES
DATE: DECEMBER 7, 2020
SUBJECT: AUTHORIZATION TO EXTEND PROFESSIONAL SERVICES AGREEMENT
WITH KJSERVICES ENVIRONMENTAL CONSULTING, LLC FOR USED OIL
AND BEVERAGE CONTAINER RECYCLING SERVICES
BACKGROUND:
On December 18, 2017, the City Council approved a Professional Services Agreement with
KJServices Environmental Consulting, LLC (“KJServices”) for the promotion and coordination of
used oil and beverage container recycling by Azusa residents. The agreement was awarded pursuant
to a competitive solicitation with initial term of three years and two (2) one-year optional extensions.
The initial term will expire on December 18, 2020. KJServices has performed well to date, and the
proposed action would authorize the extension of the agreement for two years, in amount not to
exceed $20,000 per year.
RECOMMENDATION:
Staff recommends the City Council take the following action:
1) Approve the amendment to the Professional Services Agreement with KJServices
Consulting, LLC for administration of used oil and beverage container recycling in an
amount not to exceed $20,000 per year from December 18, 2020 to December 18, 2022;
and
2)Authorize the City Manager to execute the agreement, in a form acceptable to the City
Attorney, on behalf of the City.
ANALYSIS:
The City of Azusa currently participates in two payment programs that are funded by CalRecycle.
Both programs, the Used Oil Payment Program (OPP) and Beverage Container Recycling
City/County Payment Program, help the City to comply with the recycling requirements of AB 939
(California Integrated Waste Management Act). The City receives an estimate $25,000 combined
funding annually and used to pay for consultant services and other program expenses.
APPROVED
CITY COUNCIL
12/7/2020
KJ Services Contract Amendment
December 7, 2020
Page 2
The Used Oil Payment Program funds are used to promote used oil and filter recycling through
distribution of free containers at the four certified collection centers in the City, advertising these
centers, technical assistance and site visits, and community outreach at Filter Exchange Events and
other City events. With the help of this program, Azusa residents recycled 26,872 gallons of used oil
and 8,196 used filters in the last three years.
The Beverage Container Recycling Program funds are used in promoting recycling of bottles and
cans such as the school recycling artwork contest, advertising of local CRV buy-back centers,
participation at community events, and lease of Bigbelly trash-recycling units at Memorial Park and
at the bike path trailhead on Highway 39.
KJServices has provided environmental consulting services to other cities including Bellflower,
Downey, Cerritos, Gardena, Inglewood, Irwindale, Norwalk, San Dimas, Vernon, Covina, Torrance,
San Marino and La Mirada. Staff works closely with Consultant in administering the payment
programs and recommends extending the contract for another two years.
FISCAL IMPACT:
There is no General Fund impact associated with the recommended actions. The City receives an
estimate combined funding of $25,000 for both programs from CalRecycle to be used to pay for the
Professional Services Agreement and other program expenses.
Prepared by: Reviewed and Approved:
Liza Sagun Manny Robledo
Environmental Programs Specialist Director of Utilities
Fiscal Impact Review: Reviewed and Approved:
Talika Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachments:
1) Original Professional Services Agreement
2) KJServices Contract Amendment
Attachment 1
45635.01000\31368292.1 - 1 -
CITY OF AZUSA
AMENDMENT TO
AGREEMENT FOR CALIFORNIA DEPARTMENT OF RESOURCES RECYCLING AND
RECOVERY (CALRECYCLE) PAYMENT PROGRAM SERVICES
Parties and Date.
This First Amendment to the Agreement for providing CalRecycle Payment Program
Services (“First Amendment”) is entered into on the 18th day of December, 2020, by and
between the City of Azusa (hereinafter referred to as the “City”) and KJServices Environmental
Consulting, LLC (hereinafter referred to as the “Consultant”). City and Consultant are
sometimes collectively referred to herein as the “Parties.”
1.RECITALS.
1.1 Agreement. The Parties entered into Professional Services Agreement for
CalRecycle Payment Program Services dated December 18, 2017 (“Agreement”) for initial term
of three years, with two (2) one-year optional extensions.
1.2 First Amendment. The Parties now desire to amend the Agreement in order to
renew the Agreement for an additional two-year term.
2. TERMS.
2.1 Term. Pursuant to Section 3.12 of the Agreement, the City hereby exercises the
option to renew the Agreement and extend the term of the Agreement for two years from
December 18, 2020 to December 18, 2022, unless earlier terminated as provided in the
Agreement.
2.2 Scope of Services. The Agreement is hereby amended to include the scope of
services set forth in Exhibit “A” attached hereto and incorporated herein by reference.
2.3 Compensation. Consultant shall receive compensation, including authorized
reimbursements, for all Services rendered under this First Amendment at the rates set forth in
Exhibit “A” attached hereto and incorporated herein by reference. The total compensation for the
Services provided pursuant to this First Amendment shall not exceed Twenty Thousand Dollars
($20,000) per year without written approval of the City Manager. Consultant shall receive
compensation, including authorized reimbursements, for all Services rendered under this First
Amendment.
2.4 Remaining Provisions of Agreement. Except as otherwise specifically set forth in
this First Amendment, the remaining provisions of the Agreement shall remain in full force and
effect.
Attachment 2
45635.01000\31368292.1 -2 -
IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement
on this 18th day of December, 2020.
CITY OF AZUSA KJSERVICES ENVIRONMENTAL CONSULTING, LLC
By:
Sergio Gonzalez City Manager
By:
Kevin Sales, Manager
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP
City Attorney
45635.01000\31368292. 1 B-3
EXHIBIT “A”
TO FIRST AMENDMENT TO
AGREEMENT FOR CALRECYCLE PAYMENT PROGRAM SERVICES
SCOPE OF SERVICES & COMPENSATION
(SEE ATTACHED)
CITY OF AZUSA FY 20-21
OIL PAYMENT PROGRAM WORK PLAN
TASK #1 –USED OIL COLLECTION CENTERS
KJServices staff will maintain the Certified Used Oil Collection Center (CCC) network
by completing the followings tasks:
●KJS staff will verify the continuing participation of the existing Azusa businesses
registered as Certified Used Oil Collection Centers (CCCs). This verification will
include on-site visits to each Center to check on their participation and adherence
to all the Used Oil program regulations (signs posted, accepting oil from the
public, offering the $.40 per gallon rebate, etc).
●KJS staff will conduct two (2) CCC site visits per year. During the first site visit,
KJS staff will distribute used oil recycling containers to the CCCs, answer any
program-related questions and/or issues, and gather statistical information about
the number of customers bringing in used oil and filters. KJS staff will use the
second site visit each year to complete the CalRecycle required Site Visit Report
for inclusion with the City’s annual report. Additional visits will take place as
needed to deliver used oil recycling containers for distribution to residents.
●Staff will maintain an accurate listing of the City’s used oil collection centers in
the nation-wide Earth911 (1-800-CLEAN-UP and www.Earth911.com)
environmental database. The Earth911 database will allow Azusa residents to
quickly and easily find their nearest used oil collection center. The Earth911
toll-free phone number, 1-800-CLEAN-UP, will appear on all program
advertising and educational and promotional materials.
During previous years’ site visits, KJServices staff has noted issues with illegal
dumping at some CCCs in the City. A portion of this tasks’ funding will be used to
purchase supplies and equipment for the mitigation of pollution or other issues at
CCCs. These items may include spill kits, oil or filter drums, additional signage, or
brochures and tip cards. In addition, CCC staff has requested used oil containers and
other recycling promos to distribute to their customers. If Consultant is unable to host
in-person collection events, used oil recycling supplies will be provided directly to
the Certified Centers.
COST - $3,275
KJServices staff – 15 hrs @ $85/hr - $1,275
200 6-qt used oil containers – $1,000
Used oil recycling promos - $1,000
EXHIBIT A
TASK #2 –USED OIL RECYCLING PROGRAM BROCHURE
KJServices staff will design and develop a Used Oil Recycling Program Brochure which
will focus on how and where to recycle used motor oil &filters in the City of Azusa.The
brochure will also feature information on how to dispose of motor oil that has been
contaminated with other materials,and how to recycle filters and oil at collection events
run by L.A. County and City of L.A.
The brochure will list the local Certified Collection Centers in Azusa,including a map of
their locations,and contact information.The brochure will include the State program
contact number,1-800-CLEANUP,and contact information for L.A.County,
CleanLA.com and 888-Clean-LA.Brochure will also include the City’s contact
information, and information on the City’s waste hauler.
The full-color brochure will focus on community-based outreach,and feature families
recycling together.A quantity of 1,000 will be produced.All copy will be submitted to
the City and the CalRecycle Grant Manager for approval before going to print.
COST - $2,275
KJServices staff – 15 hrs @ $85/hr - $1,275
Design & printing of 1000 ct. brochures – $1,000
TASK #3 - USED OIL RECYCLING MAIL INSERT
KJServices will create an used oil &filter recycling general awareness ad that focuses on
the benefits of recycling to the Azusa community,and provides information on how and
where to properly recycle used oil and filters.
KJServices will arrange for a flyer to be placed in the “Retail Me Not”insert in the San
Gabriel Valley Tribune.The ad will be direct-mailed to more than 18,000 households in
the Azusa zip code.The used oil recycling ad will be 8.5 x 11”and full-color.Staff
proposes to run a “Retail Me Not”ad to Azusa residents twice (x2)during Fiscal Year
2020-2021.Ad copy will be submitted to the City and the CalRecycle Grant Manager for
approval before going to print.
COST - $3,216
KJServices – 10 hrs @ $85/hr - $850
“Retail Me Not” used oil recycling ad (2x @ $1,183/ea) = $2,366
TASK #4 –COMMUNITY FILTER EXCHANGE EVENT
For the past several years,filter exchange events for residents have proven to be one of
the most effective ways to expand public awareness of the benefits and ease of recycling
used motor oil filters.To continue this component of the used oil recycling program,
KJServices staff will advertise and conduct one (1)Used Oil Collection and Filter
Exchange events held at Certified Collection Centers in the City.Filter exchanges
increase residents’awareness of filter recycling,allow opportunity for residents to engage
2
in-person with City representatives on recycling topics,and provide increased foot traffic
to the host Retailer.There are three (4)suitable filter exchange locations in the City:two
Pep Boys,one O’Reilly Auto Parts,and one AutoZone.KJServices staff will schedule the
events at locations that vary throughout the City,in order to reach the largest
demographic of Do-It-Yourselfers in Azusa.
All filter exchanges will take place on Saturday,from 9am -1pm.Azusa residents who
bring in an old oil filter to recycle will receive a voucher for a free,new filter to exchange
in-store that day.Residents are limited to maximum two new filters when they bring in
two or more.The maximum price per filter is $15.Residents who bring in filters or oil to
recycle will be eligible to receive a free oil change kit,composed of a 6-quart oil drain
pan,shop towel,funnel,and any additional items approved for purchase by the City,
including Karbord Big Creepers,dual-capacity filter containers,filter bags,rubber filter
grips, etc.
KJServices staff will coordinate the events with the AutoZone,O’Reilly Auto Parts,and
Pep Boys stores,making sure to get corporate and property management approval,along
with City approval.KJS staff will submit all promotional materials,flyers,press
releases,posters etc.to the City and CalRecycle grant manager for review and approval
before production.KJS staff will hand-deliver flyers and posters to the Retailer two
weeks ahead of the filter exchange to distribute to customers and promote the event.
KJServices will create a voucher coupon,customized for the date and location,to use on
the day of the event.KJS staff will set up the event booth with appropriate signage and
educational materials to give to all participants.Staff will work with the host business to
assure that foot traffic in and out of the store is not hindered.
At the end of the event,KJServices staff will take down the booth,tally the amount of
visitors and how many filters were brought in for exchange,and make sure the area is
devoid of any oil spills or litter.KJS staff will provide the City with a summary report of
collection totals after each event.
Note:Due to the uncertainty around the COVID-19 pandemic,Consultant proposes one
(1)filter exchange event,date and location to be determined.Should the situation change
and health protocols allow,Consultant can schedule an additional filter exchange event,
at the discretion of the City.
Advertising
KJServices will coordinate a flyer in the “Retail Me Not”coupon insert delivered to the
Azusa zip code.The “Retail Me Not”insert will be 8.5 x 11 full-color,double-sided,
English/Spanish and run once the Tuesday before the filter exchange.All ads will be
submitted to the CalRecycle program Grant Manager and the City for approval before
going to print.
KJServices will also promote the filter exchange events on their social media sites,online
community calendars,and via email.KJS staff will contact local community groups,
3
service clubs and online news outlets with the press release and event flyer.KJS staff will
coordinate with the Azusa Graphics Department to ensure maximum publicity on all City
social media outlets,calendars,and newsletters.All designs will be submitted to the
CalRecycle program Grant Manager and the City for approval before going to print.
COST - $3,759
KJS – 15 hrs @ $85/hr = $1,275
Ad and flyer development and editing, online promotion and flyer distribution – $300
Double-sided, English/Spanish 8.5 x 11 Retail Me Not flyer insert ($1,183/ea) – $1,183
Filter purchase from Retailer – $1,001
*Estimate cost for two filter exchanges. Actual cost of filters will be billed to the City.
TASK #5 – PROGRAM ADMINISTRATION
This task will include those activities needed to administer the grant on behalf of the City.
Activities will include preparation of reimbursement requests to the State,assisting the
Certified Centers with administrative compliance issues,and preparation of required
status reports as well as the end-of-grant final report.Regularly scheduled update
meetings will also be held with city staff to keep them apprised of the progress of the
grant tasks.
COST - $1,275
KJServices – 15 hrs @ $85/hr - $1,275
USED OIL PAYMENT PROGRAM SUMMARY BY TASK
TASK #1 –USED OIL COLLECTION CENTERS $3,275
TASK #2 –USED OIL RECYCLING PROGRAM BROCHURE $2,275
TASK #3 – USED OIL RECYCLING MAIL INSERT $3,216
TASK #4 - COMMUNITY FILTER EXCHANGE EVENT $3,759
Task #5 – PROGRAM ADMINISTRATION $1,275
TOTAL PROGRAM EXPENSE $13,800
4