RPVCCA_SR_2010_08_03_07_Multi-Family_Beverage_Recycling_GrantMEMORANDUM
RANCHO PALOS VERDES
~~HONORABLE MAYOR &CITY COUNCIL MEMBER
RAY HOLLAND,DIRECTOR OF PUBLIC WOR
AUGUST 3,2010
BUDGET APPROPRIATION AND EXTENSION OF
CONTRACT FOR MULTI-FAMILY BEVERAGE
RECYCLING GRANT
CAROLYN LEHR,CITY MANAGER \fJ---
Lauren Ramezani,Sr.Administrative Analyst 'M-
CITY OF
Project Manager:
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
RECOMMENDATION
1.Adopt Resolution 2010-_,A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF RANCHO PALOS VERDES,AMENDING RESOLUTION 2010-55,THE
BUDGET APPROPRIATION FOR FISCAL YEAR 2010-11,FOR A BUDGET
ADJUSTMENT TO THE CITY'S WASTE REDUCTION FUND.
2.Authorize amendment of the Professional Services Agreement with SCS Engineers
to extend the scope of services and increase its existing FY 10-11 contract in the
amount not to exceed $30,000 for implementation of the City's AB 939 programs
and mandates,Used Oil Payment Program and other support services by a
maximum additional amount of $3,500 for a total contract amount of $33,500.
3..Authorize the Mayor to execute the Third Amendment to Professional Services
Agreement between SCS Engineers and the City of Rancho Palos Verdes.
BACKGROUND
In December 2008,staff was notified that it received approval for grant funding from the
California Department of Conservation ("DOC"),Division of Recycling,in the amount of
$37,500.The primary goal of DOC for the grant program was to achieve an 80%
recycling rate for all aluminum,glass,plastic and bi-metal beverage containers sold in
California.The City's purpose of submitting the grant was to extensively target
beverage container recycling collection programs in specific participating complexes
that affects an estimated total of 850 mUlti-family residential units.
On January 2009,City Council approved a budget appropriation related to the grant for
R68 76-000 1\1249536v2.doc 7-1
consulting costs,public education and outreach material,and equipment and supplies
purchases in the amount of $37,500.Meanwhile SCS Engineers,the City's AB 939
consultant,contacted various complexes,performed site visits and took supplies and
equipment orders for the individual multi-family residential complex's beverage recycling
needs.Staff then obtained quotes from recycling equipment vendors.However,in
March 2009,due to the State budget crisis,the grant was put on indefinite hold.The
order for the supplies was thus never placed and outreach materials never developed.
DISCUSSION
Staff has recently been notified by CalRecycle (formerly California Integrated Waste
Management Board which now also includes the DOC)that the grant program and
approved funding are back on track.Of the total grant amount of $37,500,the amount
of $22,500 was not expended and now needs to be re-budgeted.
To complete the terms of the grant,in July 2010,SCS contacted the five participating
multi-family residential complexes and reaffirmed their interest in the beverage
container recycling program.The following tasks are still pending:purchase of small
sized recycling binsl baskets for use inside individual apartment or condominiumsl
town homes units (for placement under the kitchen sinks or cupboards);purchase of
larger recycling bins with designatedlrestrictive lids (specifically for beverage
containers)for common areas like gyms,recreation rooms,elevators,and complex
entrances;purchase of sturdy outdoor recycling bins for pool and recreation areas;
public outreach and information material (signs,posters),and brochures for the
participating complexes;and grant administration follow-up,monitoring results,and
preparing a final report.The grant's term ends in November 2010.
Staff recommends amending SCS's current agreement and increasing its authorization
by $3,500 to reflect its time for the continued administration and management of this
grant,site re-visits,and time in purchasing containers,monitoring grant results and
preparing a final report to close out the grant.Additionally,budget authorization in the
amount of $19,000 for the purchase of the supplies and outreach material is also
needed.The grant is on a reimbursement basis,the attached resolution authorizes the
expenditures of $22,500 from the Waste Reduction Fund,which will later be
reimbursed.
FISCAL IMPACT
There would be no net fiscal impact to the City's Waste Reduction Fund.Staff expects
expenditures of up to $22,500,which includes SCS Engineers consulting time and the
cost for purchasing the various small and large containers and printing public outreach
material.The reimbursement revenue would be in the same amount.The City's
estimated FY 10-11 year-end Waste Reduction Fund balance is $128,500.
Attachment:Resolution No.2010-_
Third Amendment to Professional Services Agreement between SCS
Engineers and the City of Rancho Palos Verdes
W:\LAUREN\STAFFRPl\GRANTS\DOC\Reso and Staff Report regarding Contract Extension with SCS Engineers CA.DOC
R6876-0001\1249536v2.doc 7-2
RESOLUTION NO.2010-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES,AMENDING RESOLUTION 2010-55,THE
BUDGET APPROPRIATION FOR FISCAL YEAR 2010-11,FOR A
BUDGET ADJUSTMENT TO THE CITY'S WASTE REDUCTION FUND
WHEREAS,Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all
expenditures in excess of budgeted allocations must be by supplemental appropriation
of the City Council;and
WHEREAS,on June 15,2010,the City Council of the City of Rancho Palos Verdes
adopted Resolution 2010-55,approving a spending plan and authorizing a budget
appropriation for the 2010-11 fiscal year;and
WHEREAS,it is necessary for the City to allocate additional funds to continue to fund a
grant project;and
WHEREAS,a budget increase in the Waste Reduction Fund is necessary to authorize
the expenditure of additional funds for the Multi-family Beverage Container Recycling
grant program at various multi-family complexes;
BE IT,THEREFORE,RESOLVED BY THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES:
The following adjustment(s)be made to the following fund(s):
WASTE REDUCTION FUND:
State Grant Revenue 213-3013-334-10-00
Waste Reduction Professional/Tech.213-3013-431-32-00
Waste Reduction Minor Equip/supplies 213-3013-431-61-00
Verified by Finance:_-,,=(b:....=..__
$22,500
$3,500
$19,000
PASSED,APPROVED,AND ADOPTED THIS 3rd DAY OF AUGUST 2010.
MAYOR
ATTEST:
CITY CLERK
W:\LAUREN\STAFFRPT\GRANTS\DOC\2010 staff report and reso.DOC 7-3
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
I,CARLA MORREALE,City Clerk of The City of Rancho Palos Verdes,hereby certify
that the above Resolution No.2010-was duly and regularly passed and adopted by
the said City Council at a regular meeting thereof held on August 3,2010.
CITY CLERK
CITY OF RANCHO PALOS VERDES
W:\LAUREN\STAFFRPT\GRANTS\DOC\2010 staff report and reso.DOC 7-4
THIRD AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT BETWEEN
SCS ENGINEERS AND THE CITY OF RANCHO PALOS VERDES
THIS THIRD AMENDMENT ("Third Amendment")to the PROFESSIONAL
SERVICES AGREEMENT ("Agreement")between the CITY OF RANCHO PALOS
VERDES ("CITY")and SCS Engineers ("CONSULTANT")is made and entered into this 3rd
day of August 2010.
WHEREAS,CITY and CONSULTANT previously entered into the Agreement on
April 3,2007,as amended on January 21,2009 ("FirstAmendment")and again on July 21,
2009 ("Second Amendment"),whereby CONSULTANT provides AB 939,Source
Reduction and Recycling Element ("SRRE")and Used Oil Payment Program assistance to
CITY;and
WHEREAS,CITY and CONSULTANT wish to amend the Agreement a third time to
extend its term and so that CONSULTANT can perform additional services for CITY.
IN CONSIDERATION of the covenants hereinafter set forth,the parties agree as
follows:
Article 1.Article 1.1 of the Agreement is amended to read as follows:
1.1 Project Description
The Project is described as follows:
PROFESSIONAL SERVICES FOR SOURCE REDUCTION AND RECYCLING ELEMENT
(SRRE)AND USED OIL BLOCK GRANT IMPLEMENTATION,AND TO RESUME
IMPLEMENTING A GRANT THAT ESTABLISHES A BEVERAGE CONTAINER
RECYCLING COLLECTION PROGRAM IN MULTI-FAMILY HOUSING COMMUNITIES IN
THE CITY FOR FY 10-11.
Article 2.Article 2.1 of the Agreement is amended to read as follows:
2.1 Fee
(a)CITY agrees to compensate CONSULTANT an additional not to
exceed amount of $3,500 for the professional services performed in FY 10-11,which are
listed in Exhibit "A_1,"for a new total not to exceed amount of $33,500 for FY 10-11,in
accordance with CONSULTANT'S fee proposal which is attached hereto as Exhibit "B_1"
and incorporated herein by this reference.
(b)CITY may request additional specified work under this Agreement.All
such work must be authorized in writing by the Director of Public Works prior to
commencement.
W:\LAUREN\STAFFRPl\GRANTS\DOC\scs amend #3 CA.DOC
R6876-0001 \1249532v2.doc
7-5
Article 3.Except as expressly amended by this Amendment,all ofthe provisions of the
Agreement,as previously amended by the First Amendment and Second Amendment,
shall remain in full force and effect.
TO EFFECTUATE THIS AMENDMENT,the parties have executed this
Amendment as of the dates set forth below.
"CONTRACTOR"
SCS Engineers
BY:-------------
Title
Date
CITY OF RANCHO PALOS VERDES
A Municipal Corporation
BY:-------------MAYOR
City of Rancho Palos Verdes
Date
ATTEST:
CITY CLERK
W;\LAUREN\STAFFRPnGRANTS\DOC\scs amend #3 CA.DOC
R6B76-0001 \1249532v2.doc
7-6
Environmental Cons\Jltants
and Contractors
SIS ENDINEERS
July 26,2010
File No.01201067.10,task 7
Ms.Lauren Ramezani
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
EXHIBIT "A-1"
3900 Kilroy Airport Way
Sujle 100
Long Beach,CA 90806·6816
562 426-9544
FAX 562 427 -0805
www.scsengineers.com
Subject:Amended Scope of Work for DOC Multi-Family Grant Implementation
Dear Ms.Ramezani:
SCS Engineers is pleased to present the below Scope of Work to the City of Rancho Palos
Verdes (City)to continue implementation ofthe Multi-Family Grant,awarded by CalRecycle in
December 2008.This scope of work is an addendum to our original scope of work for this
project,dated December 29,2008.
BACKGROUND AND SCOPE OF WORK
The City was awarded $37,500 in grant funds from the DOC to implement or expand multi-
family recycling programs at a number of complexes.The grant program will offer free
recycling bins for the units,free outreach and education material,and free promotional items for
residents,complex managers,homeowner associations,and property managers.The target
audience will be tenants,owners,property managers,and homeowner associations at the
complexes.
Between December 2008 and March 2009,SCS contacted all complexes,made presentations to
interested complexes,prepared a list of containers needed,and obtained quotes for the
containers.
Due to the state's budget issues,funding for this program was halted from March 2009 to May
2010.Because of the lengthy delay,much of the information originally gathered is outdated.In
order to continue the grant program,the following additional work is expected:
•Contact all multi-family complexes originally identified to update them on grant status
and to confirm program participation.
•Obtain new quotes for the small,medium,and large containers.
•Work with the new hauler (EDCO)to modify levels of service to accommodate new or
expanded recycling collection.
7-7
Ms.Lauren Ramezani
July 26,2010
P age 2
All other elements of our original scope of work remain in place.
FEES
The fee for SCS to undertake this additional work is $3,500.This additional work will be billed
as part of our existing on-call services contract with the City on a Time &Materials basis as a
separate task to the other work we are currently assigned.SCS's original budget for this project
was $15,000 and this additional $3,500 will come from savings realized from the purchase ofthe
containers -all using approved grant funds.
We appreciate the opportunity to submit this additional scope of work,and look forward to
working with you.If you have any questions about the scope or budget,as detailed above,feel
free to contact either of the undersigned.
Sincerely,
n(!J(J))ffft?
Michelle M.Nicholls
Project Manager
SCS ENGINEERS
7-8
Environmental Consultants
SCS ENGINEERS
Exhibit "B-1"
3900 Kilroy Airport Way
Suite 100
Long Beach,CA 90806-6816
562 426-9544
FAX 562 427-0805
www.scsengineers.com
FEE SCHEDULE
(Effective July 1,2009,through June 30,2011)
Rate/Hour
Principal $247
Project Director 210
Senior ProjectlTechnical Manager 189
Project Manager 168
Certified Industrial Hygienist 168
Senior Project Professional/Resident Engineer 147
Project Professional 126
Construction Superintendent 137
Staff Professional/COA Monitor 105
Project Administrator 89
Senior Engineering Technician ,79
Designer/Drafter 84
Administrative/Secretarial 74
Technician 74
General Terms
1.Rates for principals of the firm may be negotiated on a project-specific basis.
2.Scheduled rates are effective through June 30,2011.Work performed thereafter is subject
to a new Fee Schedule.
3.Scheduled labor rates include overhead,administration,and profit.Costs for outside
consultants and subcontractors,and for job-related employee travel and subsistence,repro-
duction,telephone,equipment,and supplies,are billed at actual cost plus a 15 percent
administrative fee.
4.Charges for field equipment and instruments will be in accordance with SCS's Field Equip-
ment Rental Rates Schedule in effect at the time the work is performed,plus a 15 percent
administrative fee.Company trucks are charged at $50 for up to a half day (4 hours)of use,
and $100 for up to a full day (company cars at $40/$80).These charges incorporate an
allowance of 100 miles per job per day;a $0.25 per mile surcharge is applied for additional
miles.Vehicle charges for long-term and/or high-mileage projects may be negotiated on a
case-by-case basis.
5.Invoices will be prepared monthly or more frequently for work in progress,unless otherwise
agreed.Invoices are due and payable upon receipt.Invoices not paid within 30 days are
subject to a service charge of 1.5 percent per month on the unpaid balance.
6.Payment of SCS invoices for services performed will not be contingent upon the client's
receipt of payment from other parties,unless otherwise agreed in writing.Client agrees to
pay legal costs,including attorney's fees,incurred by SCS in collecting any amounts past
due and owing on client's accounts.
7.For special situations such as expert court testimony and limited consultation,hourly rates
will be on an individually negotiated basis.
Offices Nationwide ~W
7-9