Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with SCS Engineers to Continue Implementation of a Zero Waste Strategy for a Targeted Technical Assistance Program for Commercial Businesses and Multi-Family Properties to Reduce the Amount of Garbage Sent to Landfills in an Amount Not-to-Exceed $1,623,263.
In accordance with California Environmental Quality Act (CEQA), this project is categorically exempt pursuant to CEQA Guidelines Section 15308 (Actions by Regulatory Agencies for Protection of the Environment). The strategies in the Zero Waste Implementation Plan Update are intended to guide the City in its reduction in greenhouse gas emissions, and thus the City is taking this action to assure the protection of the environment pursuant to a regulatory process that involves procedures for protection of the environment. (Public Works 26141630/26241631)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
On July 1, 2018, City Council adopted the Zero Waste Implementation Plan Update (ZWIP Update) which included a key strategy to conduct targeted technical assistance with commercial and multi-family waste generators. At this same time, City Council authorized the City Manager to execute a one-year agreement for zero waste commercial and multifamily technical assistance to implement this strategy. On October 9, 2018, the original agreement with SCS Engineers (SCS) was entered into following a competitive procurement. The agreement was amended three times and expires July 20, 2023. As a result of this targeted technical assistance, Alameda businesses and multi-family residences have reduced the amount of garbage sent to landfill by 1,983 tons per year. Based on these results, and consistent with the Climate Action and Resiliency Plan (CARP) and the ZWIP Update, staff recommends a new five (5) year agreement be executed. City staff issued a Request for Proposal (RFP) on May 18, 2023, to select a new provider for this work. SCS was the sole responder to the solicitation. Based on the staff’s evaluation of the proposal and SCS’s successful work to date, staff is now recommending a new five-year agreement with SCS be executed in an amount not-to-exceed $1,623,263.
BACKGROUND
In 2010, City Council adopted a ZWIP to achieve 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 of in pounds into the landfill by 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 the summer of 2018, City Council approved the ZWIP Update, which included five strategies to achieve zero waste over five years. Conducting targeted technical assistance with commercial and multi-family waste generators is Strategy 2, as these generators have the greatest opportunity to reduce waste sent to landfill.
As part of the ZWIP Update approval, City Council authorized the City Manager to negotiate and execute a one-year agreement for zero waste commercial and multi-family technical assistance to begin delivery of the second strategy. On October 9, 2018, an agreement with SCS was entered into following a competitive procurement. A first amendment was approved by City Council on January 7, 2020, a second amendment was approved City Council on July 21, 2020, and a third amendment was approved by City Council on July 21, 2021.
The work conducted by SCS was part of a five-year plan recommended in the ZWIP Update. SCS’s technical assistance to date demonstrates a positive impact towards increasing recycling and composting activity and reducing garbage by 80% among the City’s largest waste generators. Specifics include:
• Increased recycling service for 22 generators
• Increased organics service for 41 generators
• Increased recycling and organics combined for service for 44 generators
• Increased recycling diversion by 532 cubic yards per week
• Increased organics diversion by 266 cubic yards per week
• Reduction in garbage by 305 cubic yards per week
This work has proven to reduce significantly the total tons of material sent for disposal to landfills and demonstrates the importance of having a sustained presence and approach for technical assistance. Staff recommends continuing this technical assistance work .
DISCUSSION
On June 5, 2023, staff completed a competitive solicitation to select a new provider for this work. SCS was the sole responder to the solicitation. Based on the staff’s evaluation of the proposal and SCS’s successful work to date, staff recommends a new five-year agreement be executed with SCS for technical assistance for Alameda’s commercial and multi-family waste generators. This work ensures the City of Alameda (City) continues to be a leader in waste reduction in Alameda County and allows the Alameda community to remain on the path toward reaching the City’s zero waste goals.
A second ZWIP update is needed. Staff is currently working through a consultant solicitation process and will bring that contract for City Council consideration later this fall. While the next ZWIP update is being developed, it is important to continue targeted technical assistance with commercial and multi-family waste generators, which has had a demonstrated impact. The final updated ZWIP will recommend strategies based on current analysis and findings and those recommendations are expected to include continuation of the targeted technical assistance. As such, staff is recommending a five-year term agreement with SCS. Should the forthcoming ZWIP update call for a modified approach to technical assistance and/or discontinuing this work, staff will amend and/or terminate the agreement with SCS accordingly.
ALTERNATIVES
• Authorize the City Manager to execute a contract with SCS.
• Redirect resources to greater enforcement and fines. Fines are useful short-term tools for compliance, and perhaps the time may be right in the future to invest in greater enforcement.
• Do not authorize execution of the contract and discontinue the technical assistance. Staff advises that the commercial and multi-family sectors will likely not show a measurable increase in the diversion without continued technical assistance.
FINANCIAL IMPACT
Compensation for the 5-year agreement is reflected in the table below.
|
Term |
Compensation |
|
FY 2023-24 |
$ 299,921 |
|
FY 2024-25 |
$ 311,802 |
|
FY 2025-26 |
$ 324,158 |
|
FY 2026-27 |
$ 337,009 |
|
FY 2027-28 |
$ 350,373 |
|
Total |
$1,623,263 |
Funds for this contract are budgeted in the Public Works operating budget for Fiscal Years 2023-2025, with monies from the Integrated Waste Fund/Measure D Fund (261/262). Fiscal Years 2025-2028 will be subject to future appropriations. There is no impact on the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent the Climate Action and Resiliency Plan (2019), the ZWIP (2010), and ZWIP Update (2018).
ENVIRONMENTAL REVIEW
In accordance with California Environmental Quality Act (CEQA), this project is categorically exempt pursuant to CEQA Guidelines Section 15308 (Actions by Regulatory Agencies for Protection of the Environment). The strategies in the ZWIP Update are intended to guide the City in its reduction in greenhouse gas emissions, and thus the City is taking this action to assure the protection of the environment pursuant to a regulatory process that involves procedures for protection of the environment.
CLIMATE IMPACTS
The City’s CARP assumed full implementation of the 2018 ZWIP and its attendant reductions in greenhouse gas (GHG) emissions through 2030. The services rendered in this contract 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 five-year agreement with SCS Engineers to continue implementation of a zero waste strategy for a targeted technical assistance program for commercial businesses and multi-family properties to reduce the amount of garbage sent to landfills in an amount not-to-exceed $1,623,263.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Marc Green, Program Specialist
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Agreement