HomeMy WebLinkAboutItem 45 - Solid Waste Consultant Agreement Amendment – Ongoing Transition AssistancePublic Works Agency
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Item # 45
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 21, 2022
TOPIC: Solid Waste Consulting Services Agreement Amendment — Ongoing Transition
Assistance
AGENDA TITLE
Approve an Amendment to the Agreement with HF&H Consultants, LLC to Expand the
Solid Waste Consultant Services Scope of Work, Increase the Agreement Capacity by
$120,000, and Exercise the One -Year Extension (Non -General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute the third amendment to the agreement with HF&H
Consultants, LLC to expand the solid waste consulting services scope of work, increase
the total compensation by $100,000, plus a contingency of $20,000, for a total additional
amount not to exceed $120,000, and exercise the one-year extension expiring June 30,
2023, with option to extend the term for one additional year, subject to non -substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
HF&H Consultants previously assisted the City in establishing the City's "Green Policy"
and goals, negotiated an extension of the solid waste services agreement, developed a
draft solid waste services Request for Proposal (RFP) and agreement, evaluated
proposals, expanded the RFP scope of work and agreement language, initiated
negotiations, prepared contracts, and provided certain contract transition services.
The Public Works Agency desires to amend the agreement to modify HF&H Consultants'
scope of work to include additional contract transition services such as review of public
education and outreach efforts, monitoring of contract compliance and regulatory
compliance, and assistance with CalRecycle matters. The term and compensation will
also be amended to allow sufficient time and contract capacity for the requested services
(Exhibit 1).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
Solid Waste Consultant Services Agreement Amendment
June 21, 2022
Page 2
FISCAL IMPACT
The total amount of the requested amendment is $120,000. Funds have been budgeted
and will be available for expenditure in FY 2022-23 as follows:
Fiscal Year
Accounting Unit
Fund
Accounting Unit,
Amount
— Account #
Description
Account Description
Refuse
Refuse Collection
2022-23
06917640-62300
Collection
Service, Contract
$120,000
Service
Services -Professional
EXHIBIT(S)
1. Third Amendment to Agreement with HF&H Consultants
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
THIRD AMENDMENT TO AGREEMENT FOR
SOLID WASTE CONSULTING SERVICES
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on June 21, 2022,
by and between HF&H Consultants, LLC ("Consultant"), and the City of Santa Ana, a charter city
and municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS
A. The parties entered into Agreement No. A-2018-134, dated May 15, 2018, by which
Consultant agreed to provide solid waste consulting services ("Agreement"). The term of
the Agreement ran through June 30, 2020.
B. On September 17, 2019, the Parties entered into a First Amendment to the Agreement to
increase the scope of services, include additional compensation due to the increased services,
and extend the term of the Agreement until June 30, 2022, with an option to extend the
Agreement.
C. On June 15, 2021, the Parties entered into a Second Amendment to the Agreement to increase
the scope of services and add additional compensation due to the increased scope of services.
The Agreement is current and in effect.
D. The parties now wish to further amend the Agreement to expand the scope of work, increase
the amount to be expended under the Agreement, and extend the term of the Agreement.
The Parties therefore agree:
1. Section 1, Scope of Services, is further amended to include the additional services that are
described on Exhibit A to this Third Amendment.
2. Section 2.a, Compensation, is amended in its entirety to increase the total sum to be expended
under the term of the Agreement, as amended, by One Hundred Twenty Thousand Dollars and
Zero Cents ($120,000) per the rates and fees attached hereto as Exhibit A to this Third
Amendment. The sum of this amount is comprised of (1) a base amount of $100,000 and (2)
a 20% contingency amount of $20,000 for services provided at the sole discretion of the City.
The total amount to be expended under the term of this Agreement, including any extension
period, shall not exceed $681,919.
3. Section 3, Term, is amended in its entirety to increase the term through June 30, 2023, with
the option for the parties to extend the term for an additional one (1) year period.
4. Except as modified by this Third Amendment, all terms and conditions of the Agreement, as
amended, shall remain in full force and effect.
[signatures on next page]
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
ATTEST
DAISY GOMEZ
Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO, City Attorney
By: -'�-
`--�Bfiandon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director,
Public Works Agency
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT
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