01-05-1999 - Agreement with Brown, Vence, & Associates, Inc. to Provide a 3rd Party Review of Athens Services' Curbside Recycling Proposalcity of West Covina
Memorandum
AGENDA
ITEM NO. D-1
TO: City Council and City Manager DATE J a n u a rY 5. 19 9 9
® PRINTED ON RECYCLED PAPER
FROM: Steven L. Samaniego
Environmental Management Director
SUBJECT: Agreement with Brown, Vence & Associates, Inc. to provide a third -party_
review of Athens Services' Curbside Recycling Proposal. The City has
solicited bids for consulting services to review the proposal. Staff is
proposing that the consulting firm of Brown, Vence & Associates, Inc. be
selected to provide this service at a cost of $19,846.
BACKGROUND
Pursuant to the City Council's direction at the November 17, 1998 meeting, staff sent out
a request for proposal (RFP) to consulting firms for the third -party review of Athens
Services' Curbside Recycling Proposal. Six RFP's were distributed to qualified consulting
firms. The deadline for submission of proposals was December 8, 1998.
In response to the RFP, a total of three proposals were received. The consulting firms
that submitted proposals are as follows:
1. Brown,. Vence & Associates, Inc.
2. Calvin G. Caldwell, P.E. Consultant
3. Hilton Farnkopf & Hobson, L.L.C.
Staff reviewed all proposals and came to a consensus to select Brown, Vence &
Associates, Inc. to review Athens Services' Proposal. The following are factors that staff
considered in making the selection: (1) Experience in similar reviews; (2) Methodology
and scope of work; (3) Budget considerations; (4) Schedule; and (5) Proposal review.
Following is a chart outlining salient factors considered by staff in the proposal review:
Experience in Similar Reviews
Brown, Vence & Assoc.
Hilton Farnko f&Hobson
Calvin Caldwell, PE
Various, including:
Various, including:
None
City of Oceanside
City of Covina
City of Escondido.
City of Beverly Hills
City of Mountain View
City of Cerritos
Methodology and Scope of Work
Brown, Vence & Assoc.
Hilton Farnko f&Hobson
Calvin Caldwell, PE .
Meeting with City and Athens
Meeting with City to collect
Initial meeting
to collect data/confirm objectives
data/confirm project
• Obtain and analyze cost
Review accuracy of proposed
• Data review and assessment
information.'
increases —
of waste characterization for
• Use own industry knowledge
• Mixed waste processing for
optimal solution for 50%
to determine if Athens' costs
single family residential.
diversion
assumptions are reasonable
Mixed waste processing for
• Cost data assessment made
and methods justified.
multi -family residential and
based on: collection costs,
commercial. (Athens'
disposal costs, recycling
curbside and bi-weekly
costs, and administration and
curbside not proposed as part
financial costs.
of this review.)
Recommendation to reach
50% diversion goal.
Brown, Vence & Assoc.
Hilton Farnko f&Hobson
Calvin Caldwell, PE
• Review franchise agreement
• Review franchise agreement
• Identify negotiable items.
and identify issues that need
and identify possible
to be addressed for the
negotiation items..
*Opposed to City franchise fee..
revised scope of services.
• Evaluate bin service
• Identify alternatives to mixed
• Bin service alternatives would
alternatives.
waste processing for bin
be evaluated as part of the
• Use available waste
customers.
reviews and evaluations.
information and model what
•. Evaluate feasibility of
diversion results would be for
achieving 50 % diversion with
several scenarios.
various programs.
• Evaluate alternative contract
terms and impact on costs.
• Calculate incremental cost for
different contract term
• An evaluation of different
scenarios for contract lengths
lengths.
would be developed.
Submit draft for City review,
Oral presentation and submittal of
Reporting methodology not
then final report.
findings to City.
mentioned.
Budget Considerations
Brown, Vence & Assoc.
Hilton Farnko f&Hobson
Calvin Caldwell, PE
$19,846
$20,000
$17,500
Optional meetings @ $1350
Additional work @ hourly
Subject to change after In
each
rate indicated
meeting (RFP insufficient for
fixed price agreement) Optional .
meetings at $300 each
Proposal Review Content
Brown Vence & Assoc.
Hilton Farnko f&Hobson
Calvin CaldwellPE
Includes full review of proposal.
Does not include full review of
Includes full review of proposal.
proposal.
Schedule
Brown, Vence & Assoc.
Hilton Farnko f&Hobson
Calvin Caldwell, PE
6 Weeks
6 Weeks
Less than 60 days - detailed
schedule to be developed as part
of contract
Brown, Vence & Associates, Inc. is 'a multidisciplinary engineering and management
consulting firm specializing in solid waste management. Since 1979, BVA has been
assisting clients throughout California in all aspects of integrated waste management
planning. The fi m offers expertise in third -party reviews of solid waste programs and
facilities.
The review is expected to be completed and the submission of a final report to the City is
anticipated within sixweeks of the kick-off meeting, dependent upon the receipt of all
necessary data from the City and Athens Services in the format requested within one week
of request. The schedule also assumes the City`s review and comment period for the draft
report will be no longer than one week.
The scope of the review will include the following:
1. Accuracy of and justification for the cost increases -
2. Quickscan for other alternatives, including a variable can rate schedule
similar to the City of Claremont and the possibility of a three -can system
minimizing in the most efficient manner the use of two trucks to collect the
three cans on a variable schedule
3. Identification of other, negotiable items, such as:
• Terms • Contract
• Rates 0 Franchise fee
4. Bin service alternatives (i.e., commercial and multi -residential) with
diversion rate. The objective is to determine if the City would reach its
50% diversion rate with the bin service only.
5. Evaluation of 'different scenarios for different length of contracts vs.
incremental costs. Evaluation of the cost factors of the long 15-year
evergreen period. Looking into some scenarios as to what is viewed as the
value of the extra .(7) years.
Upon completion of the review, staff will report the findings and conclusions at a joint
City Council and Waste Management Environmental Quality Commission meeting. At
the joint meeting, staff will pursue the direction given.
FISCAL IMPACTS
The total, cost of the review is $19,846, which Athens Services has agreed to fund.
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to execute an
agreement with Brown, Vence & Associates, Inc. for the third -party review of Athens
Services' Curbside Recycling Proposal for a cost of $19,846.
Steven L. Samaniego, Dire r
Environmental Management artment