Title
Recommendation to Authorize the City Manager to Execute a First Amendment to the Agreement with Hilton Farnkopf & Hobson Consultants, LLC in an Amount Not-to-Exceed $24,000, with a Total Agreement Amount Not-to-Exceed $304,210, to Update the Zero Waste Implementation Plan.
In accordance with California Environmental Quality Act (CEQA), this project is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15308 (Actions by Regulatory Agencies for Protection of the Environment). The Zero Waste Implementation Plan is intended to guide the City in the reduction in greenhouse gas emissions, thus protecting the environment. (Public Works 26141630 and 26241631)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) first adopted a Zero Waste Implementation Plan (ZWIP) in 2010. The ZWIP set forth an initial goal for Alameda to reach zero waste by diverting 89% of materials from the landfill. The ZWIP was updated in 2018 with five key strategies to continue progress towards the goal. In 2023, City Council approved moving forward with the next ZWIP update to continue progress towards the diversion goal, building on existing policy and programs. With that approval, City Council also approved an agreement with Hilton Farnkopf & Hobson Consultants, LLC (HF&H) to prepare the ZWIP update. Currently, staff is recommending an amendment to the agreement to extend the term by six months, add additional scope to complete the ZWIP update and add an amount not-to-exceed $24,000 for a total agreement amount not-to-exceed $304,210.
BACKGROUND
In 2010, City Council adopted the original ZWIP and set a goal of achieving zero waste, or 89% diversion, from landfill by 2020. The 89% diversion goal derives from a per capita disposal rate, or the amount of waste disposed in pounds into the landfill by pounds per person per day (PPD). PPD is calculated by the California Department of Resources Recycling and Recovery (CalRecycle). If Alameda were to reach 1.2 pounds PPD, then the City will have achieved the 89% per capita diversion.
In 2018, Staff prepared a ZWIP Update (2018 Update) that found Alameda was projected to have a diversion rate of 83%, or 1.9 pounds disposed PPDs in 2020 which would be below the 89% target set by the original 2010 ZWIP. To reach the 89% target, Alameda’s multi-family, industrial, and commercial sectors would have to recycle and compost closer to the rates occurring in the singe family sector. The 2018 Update proposed an updated zero waste goal achievement date of 2022 and five key strategies to successfully meet the 89% target. In July 2018, City Council approved the five key strategies presented in the 2018 Update with direction to staff to continue attempts to meet the 2020 goal date.
On October 17, 2023, City Council received an update on the 2018 ZWIP, progress towards implementing the five key strategies, and Alameda’s diversion rate (81% as of the last reporting). With the approval of the update in 2023, City Council also authorized moving forward with the next update of the ZWIP and awarded a contract to HF&H for a not-to-exceed amount of $280,210.
DISCUSSION
Staff and HF&H kicked off the planning process for the ZWIP in the spring of 2024. Given that the Climate Action and Resiliency Plan (CARP) Update was also underway, it was determined beneficial to host the first ZWIP community meeting in conjunction with the CARP workshop, which was planned for late June. Additional ZWIP community meetings and focus groups were scheduled throughout the summer. Unfortunately, some key stakeholders were unable to attend the meetings in July. To accommodate schedules and ensure an inclusive range of voices were heard, staff opted to schedule a second round of engagement in August, which was not part of the original scope. Staff also added to the scope a City Council workshop on the developing ZWIP update, which is a separate item on tonight’s agenda.
Given the delay in starting the community engagement to coordinate with the CARP and the additional community engagement tasks, staff recommends an amendment to the HF&H agreement extending the term, scope of work and amending the budget to support the additional tasks. Although staff anticipates presenting the final ZWIP update to City Council in January 2025, the proposed amendment extends the term an additional six months to April 30, 2025. This allows flexibility should additional community engagement or other work be needed of the consultant.
The proposed amendment increases the original budget by $24,000, for a total not-to-exceed $304,210. This addresses the additional engagement conducted to date and includes contingency for additional engagement, should that be needed.
ALTERNATIVES
• Award the amendment as recommended.
• Provide direction to modify the scope or authorized amount of the amendment.
• Do not award this amendment and provide direction to staff. Not executing this amendment will result in other tasks in the project not being completed as the initial scope did not include the workshop or additional time needed for engagement.
FINANCIAL IMPACT
Funds for this first amendment to the agreement are included in the Fiscal Year 2024-25 operating budgets for Integrated Waste Management and Measure D. There is no impact to the General Fund.
|
Agreement |
Approval Date |
Authorized Amount |
Expended to Date |
|
Original Agreement |
10/17/23 |
$280,210 |
$115,082 |
|
1st Amendment |
|
$ 24,000 |
$0 |
|
Total |
|
$304,210 |
$115,082___ |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with Alameda Municipal Code Chapter 21, Solid Waste and Recycling and the City of Alameda CARP (2019), the General Plan (2022), and ZWIPs (2010, 2018). It also supports the City’s FY 2023-26 Strategic Plan Priority to Build Resilience to Climate Change and Water Level Rise, specifically Project CC9 to Update the Zero Waste Implementation Plan and provide public technical assistance.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this project is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15308 (Actions by Regulatory Agencies for Protection of the Environment). The ZWIP is intended to guide the City in the reduction in greenhouse gas emissions, thus protecting the environment.
CLIMATE IMPACT
The City’s Climate Plan assumes full implementation of the (2018) ZWIP and its attendant reductions in greenhouse gas (GHG) emissions through 2030. Completion of this project will further allow Alameda to divert waste, including organics, from the landfill, which reduces methane emissions. The importance of reducing methane emissions from municipal waste sent to the landfill is codified in California’s Senate Bill 1383 passed in 2016.
RECOMMENDATION
Authorize the City Manager to execute a First Amendment to the service provider agreement with HF&H in an amount not-to-exceed $24,000, with a total agreement amount not-to-exceed $304,210, to update the ZWIP.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Liz Acord, Public Works Coordinator
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Agreement
2. First Amendment