FROM: Robert Thompson, General Manager
Originator: Lan C. Wiborg, Director of Environmental Services
SUBJECT:
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SOLID WASTE HAULING SERVICES, SPECIFICATION NO. S-2024-647BD
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve General Services Contracts to two contractors: Roll Off Solutions, Inc. and Synagro-West, LLC to collect and haul Orange County Sanitation District’s solid waste from Reclamation Plants Nos. 1 and 2 to the various disposal facilities, Specification No. S-2024-647BD, each for a three (3) year period, effective July 1, 2025 through June 30, 2028, for a total amount not to exceed $2,130,000 per contract that includes the unit prices per ton for solid waste hauling and annual CPI (consumer price index) adjustment;
B. Approve two (2) optional one-year renewals for $710,000 per year per contract; and
C. Approve a 10% contingency per contract on an annual basis.
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BACKGROUND
The Orange County Sanitation District (OC San) continues to actively pursue hauling options for grit, screenings, and drying bed material (solid waste) to maintain a long-term, sustainable disposal program.
Grit, consisting of sand, silt, and other detritus, is separated after screening in an aerated chamber. Screenings are coarse solids, such as paper, fecal matter, cloth, wood, plastics, and debris, removed by bar screens during the wastewater treatment process. Both grit and screenings are transported via conveyors to hoppers, then deposited into bins or trailers for disposal. Drying bed material, which may include grit, screenings, debris, grease, sawdust, sludge, biosolids, polymer, and other substances, are mixed with sawdust to absorb moisture. This disposal method is also provided as a free service to OC San’s member agencies and cities, allowing outside solid waste collected through the sewer cleaning process to be transported to a designated landfill by OC San’s contractor(s).
OC San produces between 4 to 50 tons per day (tpd) of solid waste. Currently, OC San relies on a single direct hauling contractor for its solid waste disposal. To enhance resiliency during emergencies and potential fluctuations, OC San is looking to expand and replace the current contract that is set to expire on June 30, 2025.
RELEVANT STANDARDS
• Maintain and adhere to appropriate internal planning documents (Solid Waste Contractor Requirements, 2023 Strategic Plan, etc.)
• Sustain 1, 5, 20-year planning horizons
• Comply with environmental permit requirements
• Maintain collaborative and cooperative relationships with regulators, stakeholders, and neighboring communities
PROBLEM
OC San’s current solid waste hauling services contract is expiring on June 30, 2025, and replacement contracts are needed to routinely haul up to 50 tpd of solid waste to various disposal facilities.
PROPOSED SOLUTION
Approve a primary contract to Roll Off Solutions, Inc. and a secondary contract to Synagro-West, LLC to ensure diversity of transportation alternatives to the various solid waste disposal facilities and maintain a fail-safe capacity that can transport up to 100% of OC San’s solid waste.
TIMING CONCERNS
OC San will need the contracts approved, signed, and insurance processed before the June 30, 2025, expiration date to ensure there is no lapse between contracts and allow the new service provider sufficient time to transition into the role effectively.
RAMIFICATIONS OF NOT TAKING ACTION
If the contracts are not approved, OC San would not be able to deliver the solid waste produced to the disposal facilities. In the event that the routine or emergency hauling services are not available, then this would cause OC San’s treatment systems to back up and/or foul since there is little to no additional space to store solid waste onsite. This would negatively impact the wellbeing of OC San employees, contractors, and nearby communities.
PRIOR COMMITTEE/BOARD ACTIONS
May 2020 - Approved a Service Contract to Denali Water Solutions for Grit and Screenings Removal, Specification No. S-2020-1121BD, for a total amount not to exceed $551,482 for the period July 1, 2020, through June 30, 2021, with four one-year renewal options; and approved a contingency of $55,148 (10%).
ADDITIONAL INFORMATION
A Notice Inviting Bids (NIB) was issued on October 23, 2024. 108 Vendors were notified. OC San received three bids in total, two of which met the minimum requirements, while one was deemed non-responsive due to failing to meet the minimum safety requirements outlined in the NIB. There were no disputes during the protest period. Therefore, the two responsive bids were evaluated and individually scored based on the cost per ton proposed to the Bowerman Landfill:
|
Transportation Services |
Roll Off |
Synagro |
|
|
Unit Price |
Unit Price |
|
Plant No. 1 Grit and Screenings (2 bins/transport) |
$860 |
$881.71 |
|
Plant No. 1 Sunday Relocation Service |
$400 |
$534.37 |
|
Top-off with Plant No. 1 Drying Bed Material (1 bin/transport) |
$150 |
$173.65 |
|
Plant No. 1 Drying Bed (1 bin/transport) |
$775 |
$645.47 |
|
Plant No. 2 Grit (1 bin/transport) |
$775 |
$795.39 |
|
Plant No. 2 Screenings (1 bin/transport) |
$775 |
$795.39 |
|
Plant No. 1 supercritical water oxidation (SCWO) Screening Bin |
$500 |
$881.71 |
Based on the above costs, staff recommends approving the primary contract to Roll Off Solutions, Inc. to handle 100% of OC San’s solid waste at both Plant Nos. 1 and 2. In addition, staff recommends approving a secondary contract to Synagro-West, LLC to provide services in case the primary Contractor is unable to pick up the required load(s), address emergency situations, and/or experience performance issues. Staff will manage each of these contracts in the most cost-effective manner possible, but final allocations will also be based on OC San’s needs and requirements as well as the performance of each contractor.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget FY 2024-25 and 2025-26, Section 5, Page 6, Operations Contractual Services) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• General Services Contract - Roll Off Solutions, Inc.
• General Services Contract - Synagro-West, LLC