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CC - CONSENT ITEM: (1) Approval of a General Services Agreement with Ecology Auto Parts, Inc. for Solid Waste, Recyclables, Organics and Demolition Waste Transport Services Utilizing Alternative Fuel Tractor-Trailers for a Term of Five Years with an Approximate Annual Cost of $2.8 million in the First Year; and (2) Authorization to the City Manager to Approve Two Additional One-Year Terms.
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Meeting Date: August 11, 2025
Contact Person/Dept.: Sean Singletary/Public Works-EPO Division
Phone Number: (310) 253-6457
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (08/07/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (07/16/2025)
RECOMMENDATION
Staff recommends the City Council (1) approve a general services agreement with Ecology Auto Parts, Inc. for Solid Waste, Recyclables, Organics and Demolition Waste Transport Services Utilizing Alternative Fuel Tractor-Trailers for a term of five years with an approximate annual cost of $2.8 million in the first year; and (2) authorize the City Manager to approve two additional one-year terms.
BACKGROUND/DISCUSSION
Culver City's Public Works Department, Environmental Programs and Operations Division (EPO), operates an in-house waste management collection service for residents and businesses. EPO employs approximately 50 staff members who collect waste, recyclables, organics, bulky items, and construction demolition debris on a daily basis, and operates a 500-ton-per-day transfer station.
Materials collected from the City's residents and businesses are brought to the Culver City Transfer Station and segregated into four piles of material: solid waste, mixed recycling, organic waste, and construction and demolition materials. The materials are then transferred to large trailers for transport to ultimate processing facilities elsewhere in Southern California. Since 2011, the City has relied on third-party haulers to transport these materials to the various disposal and processing facilities.
On May 15, 2025, the City released Request for Proposals (RFP) #2620 for Solid Waste, Recyclables, Organics and Demolition Waste Transport Services Utilizing Alternative Fuel Tractor-Trailers. The RFP required proposers to complete a schedule of compensation chart based on mileage, with increments of 30 miles (0-30, 30-60, 60-90, and greater than 91 miles), including any price increases for each fiscal year. Three firms responded to the RFP and were evaluated by staff.
The City’s current hauler, RCS Trucking, Inc., submitted a proposal that was determined to be non-responsive due to lack of clarity around whether they were able to provide alternative-fuel tractor trailers as required. Southern California Air Quality Management District (SCAQMD) Rule 1193 requires that materials be hauled using equipment that does not use diesel fuel. The other two proposals, from Ecology Auto Parts, Inc. and CR&R Incorporated, were analyzed and scored by staff. Proposals were evaluated based on qualifications and experience; responses to the scope of services; cost; and references. Ecology Auto Parts, Inc.’s proposal was determined to be the most qualified, based on their experience with large municipalities such as the City and County of Los Angeles, their responses that showed a well-researched tailored approach to servicing Culver City’s Transfer Station, and competitive cost for alternative fuel tractor trailers
FISCAL ANALYSIS
The cost of services will be dependent on the amount of refuse collected in the City, which can be variable in total, and also dependent on the ratios of trash, recycling, organics and construction and demotion recycling materials, which all go to different processors. Additionally, the City may change processors due to pricing or operational concerns, which would impact the mileage charged. Finally, because the Transfer Station has unused capacity, the City is able to accept waste from other municipalities on temporary bases, which will increase trucking costs.
The Adopted Budget for Fiscal Year 2025-2026 includes sufficient funding for this agreement in Account No. 20260410.615600 (Transfer Station Admin - Refuse Disposal Services - Other) in the Public Works section of the budget book. The annual amount for the first year of the agreement is estimated at $2,766,026.
The proposal includes annual rate increases of less than 3%. Additionally, there is a fuel surcharge that is applicable to account for wild fluctuations in gas prices over the term of the agreement. The cost for services in future fiscal years will be included in future fiscal year budgets.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve a five-year general services agreement with Ecology Auto Parts, Inc. for Solid Waste, Recyclables, Organics and Demolition Waste Transport Services Utilizing Alternative Fuel Tractor-Trailers based on the rates included in the proposal including annual increases;
2. Authorize the City Manager to approve two additional one-year terms;
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.