TITLE
Recommendation to adopt Specifications No. PA-03012 Rebid and authorize City Manager to execute contracts and all related documents with EDCO Waste Services, LLC, a Long Beach-based business (Local; not an MBE, WBE or SBE), and Consolidated Disposal Service, LLC, of Santa Fe Springs (not an MBE, WBE, SBE or Local), for providing diversion of green waste debris services, in an estimated combined annual amount not to exceed $200,000, for a period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into annual contracts with EDCO Waste Services, LLC (EDCO), and Consolidated Disposal Services, LLC (Consolidated Disposal), for providing diversion of green waste debris services.
Green waste includes tree trimmings, brush, limbs, palm fronds and trunks generated from tree trimming and other shrub removal operations. This debris is collected by the contractor at various City locations and transported to a facility to be used as an alternate daily cover at landfill sites. The Department of Public Works, Street Maintenance Division, oversees the coordination of these services.
The City has an ongoing need for these services as a result of its tree trimming operations. The City enters into multiple contracts to ensure timely green waste diversion services. In the instance of a large storm with many fallen trees or tree limbs, it is effective to have two contractors for this service. Under these contracts, the contractors will be required to convert green waste debris to alternative daily cover, with a diversion rate of 95 percent for EDCO and 99 percent for Consolidated Disposal. This diversion rate exceeds the State of California Assembly Bill 939 goal of 50 percent regarding source reduction and recycling.
The bid was advertised in the Press-Telegram on July 24, 2012, and 306 potential bidders specializing in green waste diversion services were notified of the bid opportunity. Of those bidders, three downloaded the bid specifications via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Seven bids were received on August 3, 2012. Of those seven bidders, none were Minority-owned Business Enterprises (MBEs), two were Women-owned Business Enterprises (WBEs), none were certified Small Business Enterprises (SBEs), and three were Long Beach businesses (Local). EDCO Waste Services, LLC, a Long Beach-based business (Local; not an MBE, WBE or SBE), and Consolidated Disposal Service, LLC, of Santa Fe Springs, CA (not an MBE, WBE, SBE or Local), were the lowest responsible bidders.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses were encouraged to submit bids for City contracts. The Purchasing Division also assisted businesses with registering on the Bids Online database to download the bid specifications. Through outreach, seven Long Beach vendors were contacted to submit bids, of which three downloaded and submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber on August 23, 2012 and Budget Management Officer Victoria Bell on August 31, 2012.
SUSTAINABILITY
This contract requires the disposal of tree trimmings from street tree maintenance operations in an environmentally responsible manner. The reuse of this material both contributes to the City's diversion rate and creates a reusable organic product, resulting in the beneficial reuse of what would otherwise be waste and contributes to the City's sustainability goals. In addition, all EDCO vehicles servicing the City run on Compressed Natural Gas (CNG) and 58 percent of Consolidated Disposal's truck fleet operates on liquefied natural gas (LNG).
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-03012 Rebid and award contracts concurrently is requested on September 18, 2012 to ensure that the contracts are in place expeditiously.
FISCAL IMPACT
The cost of these contracts, in a combined annual amount not to exceed $200,000, is budgeted in the Rainbow Harbor Fund (TF 411) in the Department of Parks, Recreation and Marine (PR) and the Refuse Fund (EF 330) in the Department of Public Works (PW). The annual estimated amount is based on historical expenditures. The award of these contracts will provide continued support to our local economy by assisting in the preservation of employment for 67 full-time employees residing in Long Beach
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER