FROM: Robert Thompson, General Manager
Originator: Riaz Moinuddin, Director of Operations & Maintenance
SUBJECT:
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HAZARDOUS WASTE DISPOSAL SERVICES, SPECIFICATION NO. S-2022-1304BD
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve a contingency increase of $220,905 (64%), to the existing General Services Contract with Clean Harbors Environmental Services, Inc., for Hazardous Waste Disposal Services, Specification No. S-2022-1304BD, for a total contract amount not to exceed $345,165 and a new total contingency amount of $255,421 (74%); and
B. Approve an increase of $250,000 per year for a new contract total amount not to exceed $595,165 per year for the remaining two (2) one-year contract renewals options; and maintain the approved annual contingency of $34,516.
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BACKGROUND
In July 2022 the Board of Directors approved a General Services Contract with Clean Harbors Environmental Services, Inc. (Clean Harbors) to provide Hazardous Waste Disposal Services, Specification No. S-2022-1304BD, for a total annual amount not to exceed $345,165 for the period beginning July 1, 2022, and a contingency amount of $34,516 (10%).
OC San requires the services from a California registered, EPA permitted, hazardous waste disposal service provider to perform routine collection, on-site management, manifesting, off-site transportation, inspections, recordkeeping, and disposal of hazardous waste, select non-hazardous waste, used oil, and electric waste at Plant Nos. 1 and 2.
While the original contract scope was intended for waste generated at reclamation plants, recent maintenance activities in the Collection System have uncovered unanticipated hazardous waste in sewer manholes. These materials require immediate collection and proper disposal, necessitating additional funding.
To address these unexpected costs, an increase in contract funds is requested to cover the removal and disposal of newly discovered hazardous waste within the Collection System.
RELEVANT STANDARDS
• Comply with California Code of Regulations, Title 22, Division 4.5 Environmental Health Standards for Management of Hazardous Waste
• Comply with OC San Policy, Hazardous Waste and Material Program SOP-614
• Protect OC San assets
PROBLEM
Collection Personnel discovered a need to call in a hazardous waste disposal service out in the field upon routine preventive maintenance cleaning. The nature of the work for this incident was similar to the scope of work already existing in the Hazardous Waste Disposal contract (Specification No. S-2022-1304BD). However, there are limited funds available for contract usage outside the pre-existing identified work.
PROPOSED SOLUTION
Increase the contingency to the remainder of this contract term to address urgent hazardous waste disposal services on an as-needed basis in the Collection System on routine cleanings. Additionally, approve an increase to the total contract amount for the remaining two (2) one-year contract renewal options.
TIMING CONCERNS
The current contract term expires on July 31, 2025. Timely approval of the contract increase will enable staff to stay on track and respond to hazardous waste disposal issues within the collections system.
RAMIFICATIONS OF NOT TAKING ACTION
Possible safety and process issues to the collection system and plant treatment process if hazardous material is left in the system.
PRIOR COMMITTEE/BOARD ACTIONS
July 2022 - Approved a General Services Contract with Clean Harbors Environmental Services, Inc. (Clean Harbors) to provide Hazardous Waste Disposal Services, Specification No. S-2022-1304BD, for a total annual amount not to exceed $345,165 for the period beginning July 1, 2022, through June 30, 2023, with 4 one-year renewal options; and approved an annual contingency of $34,516 (10%).
ADDITIONAL INFORMATION
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CEQA
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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 6, Page 20, Operational Expense or Capital Projects, depending on the work being performed) 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:
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