City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
It is respectfully recommended the City Council authorize the Sanitation Division to
solicit Requests for Proposals (RFP) for the proper and safe removal, transport and
disposal of hazardous waste materials from the City’s Transfer Station.
BACKGROUND:
Culver City residents occasionally deposit hazardous waste such as oil, paint, anti-
freeze, and solvents into their solid waste bins. Since the City operates an exclusive
franchise to collect solid waste, illegally dumped hazardous waste materials eventually
end up at the City’s Transfer Station.
In the State of California, it is illegal for hazardous waste to be deposited in landfills.
Furthermore, it is against the law for a person or company to transport more than 15
gallons or 125 pounds of chemical hazardous waste per trip unless licensed to do so.
According to federal and state laws, hazardous waste must be properly handled and
transported by companies that are licensed to do so.
DISCUSSION:
Since 1999, a licensed contractor has removed and transported hazardous waste
materials from sheds located at the Transfer Station. State law requires that these
sheds be emptied out within state regulated time frames. Sheds emptied after these
regulated time frames will result in fines against the City. The previous agreement
expired on May 11, 2006, however, the agreement was temporarily extended via the
City Manager’s Office on an emergency basis to allow ample time for the sheds to be
emptied during the RFP solicitation process. The sheds will be emptied in the month of
Meeting Date: August 28, 2006 Item Number: A-7
AGENDA ITEM: Authorization to Solicit Requests for Proposal for the Removal,
Transport and Disposal of Hazardous Waste Materials from the City’s Transfer
Station.
Contact Person/Dept.:
Eric Mirzaian
Public Works-Maintenance Operations
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [x] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification:
Master Notification List on 8/23/06;
Department Approval:
Charles D. Herbertson 8/16/06
City Manager Approval:
Martin Cole for Jerry Fulwood 8/22/06
City Controller Approval:
Marlee Chang 8/21/06City of Culver City, California
City Council Agenda Item Report
August to meet State regulations. As a result, Public Works Staff will be given ample
time to solicit proposals from qualified vendors and enter into a new agreement for
removal, transport and disposal services of hazardous materials.
Should the City Council approve the release of the RFP, the following table includes the
timeline for the project:
Task Time Frame
RFP Approval by City Council August 28, 2006
Release of Notice Inviting Proposals August 29, 2006
Deadline for Receipt of Proposals September 13, 2006 at 2:00 PM
Consideration of Award of Contract September 25, 2006
Data Gathering and Study Preparation N/A
Presentation of Study to Council N/A
FISCAL ANALYSIS:
The total estimated annual cost for the removal of hazardous waste materials from the
Transfer Station is approximately $10,000-15,000.
Funds have been allocated into the following General Fund account:
10116100.619800
ATTACHMENTS:
Copy of the Request for Proposal
MOTION:
That the City Council:
1. Authorize staff to solicit Requests for Proposal for the removal, transport and
disposal of hazardous waste materials from the City’s Transfer Station.City of Culver City, California
City Council Agenda Item Report
MEETING DATE: 08/28/06
AGENDA ITEM:
Authorization to Solicit Requests for Proposal for the
Removal, Transport and Disposal of Hazardous Waste
Materials from the City's Transfer Station.
ATTACHMENTS
Pages |1010| Copy of the Request for Proposal
1-9PUBLIC WORKS. DEPARTMENT
REQUEST FOR PROPOSAL
REMOVAL, TRANSPORT AND
DISPOSAL OF HAZARDOUS
WASTE MATERIALS
AUGUST 20062
PROPOSAL OVERVIEW
The City of Culver City Sanitation Division is soliciting proposals from qualified vendors
to provide hazardous waste materials pickup from the City's Transfer Station and
provide proper transportation and disposal of said materials over a five (5) year term_
Enclosed is a comprehensive Request for Proposal (RFP) package including
specifications, and required documentation. Please respond to the document as
completely as possible to aide in the evaluation process.
PROPOSAL SUBMITTAL
Proposal Due Date:
Proposals shall be delivered in one (1) original and two (2) photocopies to the contact
person indicated below by no later than 2:00 PM on September 13, 2006.
Contact Information:
Eric Mirzaian
Sr. Management Analyst
City of Culver City
Public Works Department
Maintenance Operations Division
9505 W. Jefferson Boulevard
Culver City, CA 90232
(310) 253-6410
eric.mirzaian@culvercity.orq
This RFP does not commit the City of Culver City to negotiate a contract, nor does it
obligate the City to pay for any cost incurred in preparation and submission of proposals
or in anticipation of a contract. The City of Culver City reserves the right to reject any
and all proposals, to waive any informality or technical defects in any proposal, to award
all or any individual part/item of the proposal and to make an award in the best interest
of the City.
Proposals will not be accepted after the proposal due date and time stated above.
Incomplete proposals or proposals that do not conform to the requirements specified
herein may not be considered. Electronically submitted proposals will not be accepted,
unless accompanied by an original and hard copies as indicated above.
Any contract resulting from this RFP will be awarded to that firm whose proposal meets
the RFP requirements and is most advantageous to the City. The City will evaluate
each proposal according to how favorable the services offered are to the City in light of
pre-established evaluation criteria and cost proposal reasonability.
Interested firms will be asked to submit proposals based on categorical type and
quantity of hazardous waste materials collected and transported, as well as, allapplicable labor and equipment used for the collection/transport of said materials.
Either party may terminate the proposed agreement without cause with a thirty-day (30)
written notice.
SCOPE OF WORK
1. Contractor shall provide all labor, supervision, equipment, supplies, materials,
tools machinery, transportation, and services necessary to perform the work
specified in this RFP.
2. Contractor shall provide for the safe and lawful packaging, labeling, manifesting,
transporting, and disposing of the types of hazardous waste materials specified
herein. Contractor shall also maintain its staff, equipment, and vehicles, in
compliance with state and federal laws and regulations and shall assume full
responsibility for the competency, judgment, and actions of its employees at all
times. The City shall neither assume, nor be under, any obligation whatsoever
for the same. Contractor shall be solely responsible for the actions of its
employees in regards to damage to, or destruction of, any property owned
directly or indirectly by the City on which the Contractor is performing services.
3. Contractor shall provide all necessary drums, labels, and packaging materials,
and shall furnish all labor necessary for the packaging, transportation, and
disposal of hazardous waste materials that are bulked and non-bulked. The
Contractor shall also pay all fees, surcharges, analytical charges, and any other
expenses associated with the treatment and disposal of these materials.
4. Contractor shall assume responsibility and liability for the safe, proper, and lawful
packaging, labeling, transportation, and disposal of all hazardous waste material
accepted under the terms and conditions of this RFP from the time of receipt by
the Contractor to its final disposal.
5. Hazardous waste shall be removed from the City's Transfer Station within the
applicable State regulated time frame or on a as needed basis. A final schedule
shall be provided to the selected Contractor at the time of award. The City may
find the Contractor in default of the contract if the hazardous waste materials are
not removed and disposed of within the specified period of time.
6. Contractor shall use only sites having Environmental Protection Agency (EPA)
permits for treatment, storage, and disposal of hazardous waste material. Under
no circumstances shall deepwell injection be used as a method of disposal of any
materials covered by this solicitation. All activities encompassed by the
packaging labeling, manifesting, transportation, and/or disposal of the hazardous
materials outlined herein shall be accomplished in accordance and in full
compliance with all federal, state and local regulations, laws, statutes, rules
and/or ordinances. Failure by the Contractor to comply with any of these
limitations may result in the termination of the contract.
37. Contractor shall be available at all times to respond to emergency hazardous
material spills within the Culver City jurisdiction and/or to assist City personnel in
the clean-up of such spills with a 30-minute to 1-hour response time.
8. Contractor shall maintain all required legal records, including manifests, as
required by law. Upon request, contractor shall furnish to the City all required
shipping manifests and other legal documents at time of pick-up.
9. Contractor shall conduct a household hazardous waste round-up one time per
year that will allow residents of Culver City to dispose of hazardous and non-
hazardous waste materials at a designated site chosen by the City. Proposers
should price this item separately in their proposals.
10.The City shall not make payment for services provided by the Contractor until
receiving facility-signed copies of uniform hazardous waste manifests. Each
manifest shall specify a drum identification number, name and location of the
Receiving Facility.
PROPOSAL REQUIREMENT & FORMAT
Required information to be submitted by Proper:
A. Company Profile: Identify the legal name, address, telephone and fax
number of your firm.
B. Qualifications: At a minimum, eligible proposers will have qualifications in
the proper packaging, removal, disposal and transport hazardous waste
materials from the City's Transfer Station and shall dispose of all materials
at a facility permitted to accept those types of materials.
C. Permits & Licenses: Eligible proposers will be required to submit either
copies or a list of all applicable permits & licenses required by regulatory
agencies to perform the required work proposed in this RFP.
D. Project Team: Provide an overview of the firm, including services provided,
staffing and resources. Provide an organizational chart indicating the
staff/personnel proposed for this project and include their resumes,
professional registration and related experience. Indicate the project staffs
specific knowledge and experience in performing the task requested in this
RFP. If you propose to sub-contract any portion of your work, then identify
which tasks and to whom.
E. Scope of Services: Describe the recommended scope of service to be
performed by your firm that clearly displays an understanding of the project
as described in the "Scope of Work" section of this RFP.
45
F. References: Provide a minimum of five (5) references the City may contact
concerning your performance on other contracts with similar size and scope.
Include the name of an individual to contact along with their telephone
number and address.
G. Claim History: Provide information of any legal judgments or claim
settlements against your firm and any individual proposed to work on this
project in the past 5 years, with an explanation of their disposition. Provide
information of any claims your firm and any individual has had in the past 5
years against any public or private entity for whom it provided service, with
an explanation of their disposition.
H. Schedule of Fees: Provide a fee-based proposal to provide the services
you have outlined in response to the items above. The fee should be
broken down by categories of material (i.e. flammable liquids, flammable
solids, toxic liquids, etc.), and unit cost based on size of disposal container
used (i.e. 30 gallon drum, 55 gallon drum, lab pack, etc.). Please see
Attachment "B" as an example.
Any changes in the scope of work resulting in a contract increase or decrease in fee
shall be approved by the Public Works Director in writing prior to commencement of
actual change in work. No fee adjustment will be allowed unless said prior approval is
authorized exclusively in writing by the City, without exception.
I. Proof of the Followino Minimum Insurance Coverage:
• General Liability including coverage of premises, products and
complete operations, independent contractors/vendors, personal
injury and contractual obligations with combined single limits of
coverage of at least $1,000,000 per occurrence.
• Automobile Liability, including owned, non-owned and hired vehicle
of at least the following limits:
a. Primary bodily injury with limits of at least $500,000 per
person; $500,000 per occurrence; and
b. Primary property damage of at least $500,000 per
occurrence; or,
c. Combined single limits of $500,000 per occurrence.
• Worker's Compensation insurance as required by the Labor code of
the State of California.
• Proof that, if selected, your insurance carrier will execute the
attached City of Culver City Special Endorsement. If an additional
fee will be charged by your insurance carrier, then you must include
that in your fee based proposal.
• Business Tax License as required by the City of Culver City. To
obtain a Business Tax License, contact the City's Business License
Division at (310) 253-5870. Proposers shall be responsible for fees
incurred to obtain a License.METHOD OF SELECTION
Evaluation of proposals will be made in accordance with the following criteria:
A. Qualifications, Business History, and Past Performance
1) Suitability of the proposer and all of its sub-consultants to perform
hazardous waste materials removal, transport and disposal.
2) Demonstrated competence, education and experience of all members of
the firm.
3) Experience and record of success over the preceding 5 years with
comparable contracts for governmental agencies with respect to factors
such as control of costs and quality of performance.
4) References that justify items 1, 2, and 3.
B. Responsiveness
1) Responsiveness to this RFP and the completeness of the information
provided.
2) Ability to respond to the City's requirements, safety record, financial
capability, insurance coverage and ability to provide a skilled work force.
C. Proposal Price
1) Proposals must include all costs to the City for the removal, transport and
disposal of hazardous materials and all other services outlined in the
"Scope of Work" Section of this RFP. Emphasis will be placed on the cost
to dispose of the most commonly collected materials at its Transfer Station
as described in Attachment A based on past volume amounts of materials
collected.
2) The City reserves the right to reject any or all proposals and shall not be
liable for any expenses or costs incurred by proposers in preparing their
proposals.
3) The City shall also have the right to accept or reject alternates in any order
or combination, unless otherwise specifically provided in these
specifications.
6The City reserves the right to reject any and all proposals. Results of the proposal
review process will be utilized to establish a preliminary ranking of the proposers. The
City may interview the top ranked candidates and may negotiate the fee and scope of
work. If an agreement can not be reached with the top candidate, negotiations with
subsequent candidates will be undertaken until an agreement is reached.
PROPOSAL SCHEDULE (Dates subject to change)
RFP Release Date August 29, 2006
Proposal Due Date September 13, 2006 @ 2:00 PM
Council Approval for Award of Contract September 25, 2006 @ 7:00 PM|1010|78
ATTACHMENT A
Below is a list of commonly collected hazardous waste materials from the City's
Transfer Station. Interested proposers should include these, as well as, other materials
in the "Schedule of Fees" portion of their proposals under the respective material
category:
Aerosols
Aluminum Powder
Amines (Liquid & Corrosive)
Antifreeze
Asbestos
Batteries (Alkaline, Acid, Lithium & Ni-Cad)
Bleach
Cadmium Compounds
Calcium Carbide
Caustic Alkali Liquids
Chlorine
Combustible Liquids
Corrosive Liquids (Acid, Basic, Organic & Inorganic)
Corrosive Solids (Acid, Basic, Organic & Inorganic)
Environmentally Hazardous Substances
Flammable Liquids & Solids
Fuses
Hazardous Waste Liquids & Solids
Hydrochloric Acid
Hypochlorite Solution
lsocyanates
Latex Paint
Mercury
Motor Oil
Nitric Acid
Non-RCRA Liquid 1, 2 & 3
Non-RCRA Solid 2, 5, 6 & 7
Organic Peroxide Type D
Oxidizing (Solid & Liquid)
Paint Related Material
Pesticides (Solid, Liquid & Toxic)
Propane
Sodium Hydroxide
Sodium Methoxide
Sulfuric AcidATTACH MENT-B
Category 1 Flammable Liquids Unit Unit Cost Container Cost (if applicable)
55 gallon drum each $ $ 30 gallon drum each $ $ 5 gallon lab pack each $ $ 15 gallon lab pack each $ $ 30 gallon lab pack each $ $ 55 gallon lab pack each $ $ Category 2 Flammable Solids Unit Unit Cost Container Cost (if applicable)
55 gallon drum each $ $ 30 gallon drum each $ $ 5 gallon lab pack each $ $ 15 gallon lab pack each $ $ 30 gallon lab pack each $ $
55 gallon lab pack each $ $ Category 3 Toxic Liquids Unit Unit Cost Container Cost (if applicable)
55 gallon drum each $ $ 30 gallon drum each $ $ 5 gallon lab pack each $ $ 15 gallon lab pack each $ $ 30 gallon lab pack each $ $ 55 gallon lab pack each $ $ 9
q