HomeMy WebLinkAboutPrintout-2967-1002-A67051Agenda #: 5.7
Meeting Date: June 21, 2022
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENT WITH SLOAN VAZQUEZ
MCAFEE FOR SOLID WASTE CONSULTING SERVICES THROUGH
DECEMBER 2023.
STRATEGIC
GOAL:
Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve, and authorize the Mayor to sign, a Consultant Services Agreement with Sloan,
Vazquez, Sloan to provide solid waste consulting services through December 2023.
FISCAL IMPACT
The total not-to exceed amount of the services is $98,440. Sufficient funds are included
in the FY 2021-2022 Adopted Budget AB 939 Special Fund to cover the cost of the
services. If approved, the funding would be carried over into the FY 2022/23 budget
and would be expended over the next two fiscal years as work progresses. There is no
impact to the General Fund associated with this agreement.
BACKGROUND:
In August 2010, the City Council granted franchise agreements to Valley Vista Services
and Waste Management for the collection and rec ycling of solid waste materials. The
current agreements expire late August 2023. In advance of the contracts expiring, at the
City Council Study Session of April 5, 2022, staff presented information regarding the
status of the solid waste franchise agreements for review and discussion. The City
Council directed staff to move forward with exclusive negotiations with the current waste
haulers, where the current haulers could submit a proposed scope of work for the
service areas as awarded in 2010 or for both commercial and/or residential accounts.
Due to the complexity of the scope of work, staff recommends hiring a consultant with
experience in solid waste contract procurement services. Upon approval, the
consultant’s team and staff, will commence a competitive proposal process with the two
existing franchise haulers. With the current waste hauler agreements ending in August
of 2023, there is also an opportunity to incorporate new state regulatory requirements
and include new and innovative services through the development of new franchise
agreement language.
DISCUSSION:
On April 20, 2022, a Request for Proposal (RFP) was issued seeking solid waste
consulting services. The RFP was posted on the City’s website via PlanetBids, which
generated notices to 22 prospective vendors. In response to the RFP, four proposals
were received, but only three firms made the deadline of May 4, 2022. The proposal
received post-deadline was determined to be non-responsive. Although a selection
was based a combination of predetermined criteria, the following table summarizes the
proposal costs:
Table 1- RFP Cost Summary
FIRM Cost Proposal Initial Review
HF&H $160,000 Non-responsive
Mike Balliet $51,800 Responsive
Muni-Environmental $87,565 Responsive
Sloan Vazquez McAfee $98,400 Responsive
The three responsive firms were scored based on pre-established criteria listed in the
RFP:
Criteria Max % Score
Firms background 25%
Relevant project
experience
20%
Reference projects 25%
Costs proposal 15%
Project understanding and
approach
10%
Project timeline 5%
Each firm demonstrated experience negotiating solid waste contracts on behalf of public
agencies and were further evaluated by an internal selection committee, including a n
interview and reference checks. Based on criteria specified in the RFP, it is
recommended that Sloan Vazquez McAffee be awarded the contract for this project
(Attachment 1) as the firm submitted a detailed proposal, received the highest overall
score and was determined to best meet the needs of the City.
Sloan, Vazquez, McAfee (Sloan) was founded in 2000, and provides solid waste and
recycling advisory services to both public and private sector solid waste and recycling
enterprises throughout the United States. The firm’s partners have over 60 years of
wide-ranging expertise in municipal waste management and recycling, with offices in
Tustin, California. Sloan received excellent reviews from the City of Mission Viejo, who
has consistently selected them as the City’s consultant for the past two negotiations,
spanning over twenty years. The following is a partial listing of municipalities for whom
Sloan has conducted work:
• City Carson City, NV • City of San Benito, CA
• City of Culver City, CA • City of San Jose, CA
• City of Dana Point, CA • City of Santa Monica, CA
• City of Fresno, CA • City of Yuba City, CA
• City of Glendale, CA • County of Orange, CA
• City of Mission Viejo, CA • Monterey Regional WM District
• City of Palm Springs, CA • Regional Waste Management Authority
• City of Pasadena, CA • South Bayside Waste Management Authority
Sloan’s relevant project experience and project understanding and approach, combined
with their familiarity with Diamond Bar hauler financials and compliance activities sets
the firm apart from the rest. The open-ended response to the project understanding and
approach was useful for evaluation proposals of this nature. Sloan demonstrated
expertise in areas that were very key to their proposal, including:
• Annual Rate Adjustment Methodology - Sloan will evaluate the method
described in the City’s Franchise Agreement and advise whether other
alternative methods might be considered, and the advantages and
disadvantages of each compared to the current method. This might include a
different approach to indices, an alternative weighting or separation of rate
components (i.e. service vs. processing and disposal), and opportunities
associated with capping, rollover, and annual rate adjustments.
• Benchmark Pro Forma - As part of the negotiations Sloan proposed to prepare
a benchmark pro forma, which is their best estimate of what the franchise
services should cost and will conduct a detailed rate survey of surrounding cities.
As part of their analysis, they will use their extensive understanding of local
infrastructure, personnel and capital equipment needed to provide the required
services, the current costs of equipment, fuel, processing and disposal, and other
costs.
• Customer Service - Sloan will evaluate the City’s current Franchise Agreements
and advise whether other requirements should be considered in response to
reports of missed collection services, spillage on private or public property, billing
complaints, new accounts, and extra bag pick up. Additionally, the SVM team will
provide information regarding recent industry trends such as requiring the use of
local call centers or City-specific prompts on call center answering systems.
• Technical Responses - Due to the complex and dynamic nature of municipal
solid waste services procurements, there are typically a large number of
technical questions submitted by the Proposers. Sloan is available to manage the
process of compiling questions, preparing answers and writing the addenda
documents(s) for City approval.
Sloan has outlined a team approach for this project that will consist of only company
Partners. This commitment to place their top partners on the City’s RFP is responsive
and was communicated in great detail. This team approach and experience equips
them to conduct this process in a timely, effective manner on behalf of the City.
Therefore, it is recommended that Sloan Vazquez McAfee be awarded a Consultant
Services Agreement (Attachment 1) to conduct solid waste consulting on behalf of the
City of Diamond Bar.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. Consulting Services Agreement - Sloan Vazquez McAfee
2. Exhibit A - Sloan Vazquez McAfee Proposal 2022