Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with HF&H Consultants, LLC for Recycling Program Support Services for $80,000.00
Staffreport
COUNCIL PRIORITY
• Sustainability & Resiliency
SUMMARY
HF&H Consultants provides consulting services for the City’s Solid Waste & Recycling Program. On August 1, 2023 the City’s Solid Waste & Recycling Specialist was promoted to Administrative Analyst I, creating a vacancy in the position. HF&H has agreed to provide program support until the position can be permanently filled.
RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute a Consulting Services Agreement with HF&H Consultants, LLC for recycling program support services.
BACKGROUND
On May 1, 2022, the City entered into a Consulting Services Agreement with HF&H Consultants to assist staff with SB 1383 compliance, which included providing technical assistance to businesses and residents, reviewing public outreach and education efforts, assisting staff with implementation of Recyclist software, and assisting staff in developing a compliant organics product procurement program. The City amended the agreement on July 1, 2022 to provide additional consulting services through the end of Fiscal Year 2022-2023. The cost of service was funded by one-time CalRecycle grant funds for SB 1383 Local Assistance Grant Program Funding.
In addition to the consulting assistance for SB 1383 compliance provided by HF&H Consultants during Fiscal Year 2022-2023, the City has also retained HF&H to provide technical assistance with the procurement process for solid waste, recycling, and green waste collection services contracting through Fiscal Year 2023-2024.
On August 1, 2023 the City’s Solid Waste & Recycling Specialist was promoted to Administrative Analyst I, creating a vacancy in the position. The position is critical for performing ongoing compliance work for the Solid Waste & Recycling program. This work must be performed by someone who has existing knowledge and experience with the program’s regulations. HF&H has agreed to provide program support until the position can be permanently filled.
Analysis
The agreement provides for recycling program support for Fiscal Year 2023-2024. Services including the development and implementation of the City’s SB 1383 regulatory compliance plan for FY 2023/2024, coordination with the City’s hauler and Alameda County Health to ensure regulatory compliance, assistance with developing processes and practices for regulatory record keeping, assistance with construction and demolition debris program management, and participation in countywide efforts with StopWaste.org.
HF&H proposes to perform this work on a time-and-materials basis, based on the hourly rates presented in its proposal, and with a total not-to-exceed amount of compensation of $80,000.00. This budget assumes HF&H will provide an average of sixty hours of support to the City per month, or fourteen hours per week, for six months. HF&H proposes to bill the City for actual expenses incurred in the performance of this project, with no mark-up.
Previous Actions
• Resolution No. 2022-118 for Amendment No. 1 to a Consulting Services Agreement with HF&H Consultants for SB 1383 Support
• Resolution No. 2023-009 for a Consulting Services Agreement with HF&H Consultants to Develop a Procurement Process for Solid Waste, Recycling, and Organics Services Contracting (Phase 1)
• Resolution No. 2023-101 for Amendment No. 1 to a Consulting Services Agreement with HF&H Consultants for Technical Assistance with the Procurement Process for Solid Waste, Recycling, and Organics Services Contracting (Phase 2)
Fiscal Impacts
The agreement’s maximum amount of compensation is $80,000 for Fiscal Year 2023-2024. The cost will be funded out of the existing FY 2023-2024 budget as follows:
• 010-17-001-5120 $65,000.00
• 594-41-207-5120 15,000.00
Total $80,000.00
ATTACHMENTS
Attachment A: Resolution for a Consulting Services Agreement with HF&H for Recycling Program Support
Attachment B: Proposal for Recycling Program Support.
PREPARED BY: Jennifer Auletta, Public Works Services Manager, Public Works Department