TITLE
Recommendation to adopt Specifications No. RFP PW18-098 and award contracts to Consolidated Disposal Service, LLC, dba Republic Services, Inc., of Long Beach, CA, in the amount of $1,805,000, and authorize a 10 percent contingency in the amount of $180,500, for a total annual contract amount not to exceed $1,985,500, and to EDCO Transport Services, of Signal Hill, CA, in the amount of $1,522,000, and authorize a 10 percent contingency in the amount of $152,200 for a total annual contract amount not to exceed $1,674,200, for municipal residential and commercial solid waste handling services, for a period of two years, with the option to renew for three additional one-year periods; and authorize City Manager, or designee, to execute all documents necessary to enter into the contracts, including any necessary amendments. (Citywide)
DISCUSSION
City Council action is requested to enter into contracts with Consolidated Disposal Service, LLC, dba Republic Services, Inc. (Republic), and EDCO Transport Services (EDCO) to provide municipal residential and commercial solid waste handling services, including receiving, processing, transferring, and disposal of waste. This service is necessary to handle waste that cannot be processed at the Southeast Resource Recovery Facility (SERRF). The contracts with Republic and EDCO will also serve as backup facilities when SERRF is unavailable, ensuring that there are no disruptions to service operations. The contract amounts are based on anticipated need and operational efficiencies.
The Request for Proposals (RFP) outlined the criteria on how proposals would be evaluated, including competence, experience, expertise of staff, financial ability, conformance with the terms of the RFP, and reasonableness of cost. Using these criteria, proposals were evaluated by a committee composed of Public Works staff who determined Republic and EDCO were the most qualified to provide the requested services.
The RFP was advertised in the Long Beach Press-Telegram on June 5, 2018, and 31 potential proposers were notified of the opportunity. Of those proposers, 23 downloaded the RFP via the City’s electronic bid system. The RFP 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 RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 22 local, minority, and women-owned business groups. Four proposals were received on July 24, 2018. Of those four proposers, none were Minority-owned Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), or certified Small Business Enterprises (SBEs), and two were Long Beach Businesses (Local).
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download RFP specifications. Through outreach, five Long Beach vendors were notified to submit proposals, of which three downloaded and two submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the proposer pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber on September 4, 2018 and Budget Analysis Officer Julissa José-Murray on September 17, 2018.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP PW18-098 and award two contracts concurrently is requested on October 2, 2018 to ensure that the contracts are in place expeditiously.
FISCAL IMPACT
The combined annual cost for the two contracts is $3,659,700, including a 10 percent contingency. Sufficient funds are budgeted in the Refuse/Recycling Fund (EF 330) and General Fund (GP) in the Public Works Department (PW). Approval of this matter will provide continued support to the local economy.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER