HomeMy WebLinkAbout06.a. Approve contract for Household Hazardous Waste Services with PSC, LLCCentral Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: November 17, 2011
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONTRACT FOR
HOUSEHOLD HAZARDOUS WASTE SERVICES WITH PSC, LLC
Submitted By: Initiating Dept /Div.:
David Wyatt, HHW Supervisor Engineering / Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
VIV
D. Wyatt .0G,_P.JVhg A. Farrel K. Alm James . Kelly
General anager
ISSUE: The Board of Directors' approval is requested for the General Manager to
execute a contract for Household Hazardous Waste Services.
RECOMMENDATION: Authorize the General Manager to execute a three -year
Household Hazardous Waste Services Contract, with options for two additional one -
year terms to further extend the contract, to PSC, LLC (PSC), the firm once known as
Philips Services Corporation.
FINANCIAL IMPACTS: The estimated cost of the services to be provided by PSC
under the proposed three -year contract is about $705,000 per year, totaling
approximately $2,116,000, excluding the optional extension periods. This represents
an increase in the cost of HHW services of approximately $91,000 per year compared
to the current contract.
ALTERNATIVES /CONSIDERATIONS: The Board could reject all proposals, and direct
staff to solicit new proposals, which is not recommended.
BACKGROUND: The current Household Hazardous Waste (HHW) Services Contract
with PSC, which included hazardous waste transportation, disposal, recycling, labor
support, supplies, and emergency response support for the Household Hazardous
Waste Collection Facility ( HHWCF), will expire on December 13, 2011. The current
contract included a three -year term with a District option to extend the contract for a
fourth year. The District exercised this option.
Since continuing services to support the District's HHWCF are needed, a Request for
Proposals (RFP) was issued on July 26, 2011, and two proposals were received on
September 8, 2011. As part of the RFP process, a committee consisting of
Environmental Services and Purchasing staff was formed to identify needs, develop a
scope of work and to evaluate the proposals.
N: \ENVRSEC \Position Papers \Wyatt\2011 \11- 17 -11 \PP RFP - HHW 2011 Contract Award 11 -17 -11 FINAL.DOC Pagel of 2
POSITION PAPER
Board Meeting Date: November 17, 2011
Subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONTRACT FOR
HOUSEHOLD HAZARDOUS WASTE SERVICES WITH PSC, LLC
The evaluation committee used the following criteria to evaluate the proposals:
• Responsiveness to and demonstrated understanding of this RFP including the
proposal requirements and scope of work;
• Responsiveness to preferred disposal methods, e.g.: adherence to the waste
management hierarchy;
• Company and personnel experience, qualifications and references;
• Financial status and stability of proposer;
• Cost competitiveness of the proposal.
The two proposals received and evaluated were from:
PSC, LLC (once known as Philips Services Corporation) $ 705,338 / year
Clean Harbors Environmental Services (Clean Harbors) - $ 845,711 /year
The technical proposals were evaluated for content and completeness. Both Clean
Harbors and PSC met the requirements of the RFP, and were determined to be
capable of providing all of the required services. After review and evaluation of the
proposals, the committee assigned PSC's proposal the higher ranking.
It is notable that PSC has provided satisfactory HHW services since the District's
HHWCF opened in 1997, and, has demonstrated in its current proposal that it can
continue to provide good service at a competitive cost.
The HHW Committee discussed information from the staff evaluation of the PSC and
Clean Harbors proposals at its meeting on October 11, 2011.
RECOMMENDED BOARD ACTION: The proposed contract will be funded from the
Board approved Operations and Maintenance (O &M) budget and is within the General
Manager's authority to execute. However, due its significant cost and operational
impact, staff requests the Board's authorization for the General Manager to execute the
HHW Services Contract with PSC to be effective December 14, 2011 through
December 13, 2014, with District options to extend the contract for two additional one -
year terms.
N: \ENVRSEC \Position Papers \Wyatt\2011 \11- 17 -11 \PP RFP - HHW 2011 Contract Award 11 -17 -11 FINAL. DOC Page 2 of 2