DEPARTMENT: Solid Waste Management
DEPARTMENT HEAD: David W. McCary, CPM
COUNCIL DISTRICTS IMPACTED: City-wide
SUBJECT:
Household Hazardous Waste Collection and Disposal Services Agreement Renewal
SUMMARY:
An Ordinance authorizing the second and final one-year renewal of a professional services agreement in an amount not to exceed $1,500,000.00, and increasing funding by an additional $475,000.00 to the current contract term, with Clean Harbors Environmental Service, Inc., for household hazardous waste collection, characterization, packaging, transportation and disposal service for the City’s Household Hazardous Waste program funded by the Solid Waste Operating and Maintenance Fund.
BACKGROUND INFORMATION:
Ordinance 2012-09-20-0755 authorized the execution of a professional services agreement for household hazardous waste collection, characterization, packaging, transportation, and disposal services with Clean Harbors Environmental Service, Inc. The original contract term was through September 30, 2015. Ordinance 2015-06-11-0521 authorized the execution of the first of two optional one-year renewals, which will expire on September 30, 2016. The approved amount for this contract was $1,125,000.00 per year.
Services provided by Clean Harbors Environmental Service, Inc. include support for the household hazardous waste (HHW) program for the City of San Antonio. HHW includes wastes generated from residential homes that may be toxic, corrosive, hazardous or flammable. Wastes such as cleansers, herbicides/pesticides, used oil, batteries, and old paint are collected at the City’s two HHW drop-off centers. The first drop-off center is located at 7030 Culebra Rd. and is open Tuesday - Friday 8:00 am to 5:00 pm and Saturday 8:00 am to 12:00 pm. A second drop-off center is located at 1800 Wurzbach and is open on the first Saturday of each month from 8:00 am to 3:00 pm.
In FY 2016, mobile collection events were held at Brooks City Base in City Council District 3, St. Vincent de Paul Catholic Church in City Council District 4 and Alamo City Christian Fellowship Church in City Council District 2. The availability of HHW services is a vital component for the SWMD safety program, as well as a program component of the City of San Antonio Texas Pollution Discharge Elimination System (Stormwater) permit.
Due to the community’s increasing participation in the HHW program, costs under this contract have grown. In the first nine months of FY 2016, customer attendance for HHW has increased by over 25%. During the same time period, the amount of pounds collected increased by over 40% to over 902,000 pounds. This high demand led to opening the Wurzbach drop-off facility year round beginning in February 2015, rather than seasonally. Because of these improvements, the budget for the current contract needs to be increased by $475,000.00.
The initial term of the Agreement was through September 30, 2015 and the renewal term is through September 30, 2016. This second and final renewal would take effect October 1, 2016 and run through September 30, 2017. This Ordinance will also allow for the HHW program to continue uninterrupted by funding the projected additional expenses of $475,000.00 for the remainder of FY 2016. With this renewal, SWMD also agrees to updated rates to be charged by Clean Harbors Environmental Services, Inc., based upon the Consumer Price Index.
ISSUE:
This Ordinance would authorize the second and final one-year renewal of a professional services agreement in an amount not to exceed $1,500,000.00 with Clean Harbors Environmental Service, Inc., for household hazardous waste collection, characterization, packaging, transportation and disposal services to assist the City’s Household Hazardous Waste program and mobile events, in various Council Districts and authorize an increase to the current contract of $475,000.00 for a grand total of $1,600,000.00 for FY 2016. Approval of this ordinance is necessary to continue the HHW operations at the permanent facilities and the mobile events.
The renewed contract would take effect October 1, 2016 and run through September 30, 2017. A new request for proposal process will begin in November 2016 for the next contract.
ALTERNATIVES:
Delaying or not approving the additional funds to this year’s contract and execution of this renewal would result in discontinuing the HHW program and mobile events. City staff would be required to find an alternate method or perform additional solicitations for contractors in order to perform the work required. In the interim, HHW disposal services would not be provided.
FISCAL IMPACT:
Funding for the increase to the FY 2016 contract in the amount of $475,000.00 is available in the Solid Waste Operating and Maintenance Fund. Funding for the renewal agreement is contingent upon Council approval of FY 2017 Budget and will be available in the Solid Waste Operating Fund.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing the second and final one-year renewal of a professional services agreement in an amount not to exceed $1,500,000.00, and increasing funding by an additional $475,000.00 to the current contract term with Clean Harbors Environmental Service, Inc., for household hazardous waste collection, characterization, packaging, transportation and disposal service for the City’s Household Hazardous Waste program funded within the Solid Waste Operating Fund.