Subject: FOURTH AMENDMENT TO AGREEMENT WITH R.W. BECK INC.
COUNCIL DISTRICT: City-Wide
Approval of a fourth amendment to the agreement with R.W. Beck Inc. for solid waste consulting services, increasing the compensation by $250,000, from $700,000, for a total not to exceed $950,000, and extending the term of the agreement by six months from January 30, 2002 through June 30, 2002.
BACKGROUND
The City’s current contracts for residential garbage and recycling collection and processing expire on June 30, 2002. On December 7, 1999, the City Council approved a recommendation directing staff to develop the Request for Proposals (RFP) for the new integrated waste management services beginning July 1, 2002. In preparation for the RFP, staff evaluated the current program, collected resident input about the services currently provided, and researched and piloted various program changes.
Additionally, staff had identified the need to secure consultant services to provide support in the RFP development and throughout the RFP process. In late April 1999, a Request for Qualifications (RFQ) was issued soliciting information from consultants with expertise in residential solid waste programs and comprehensive experience in: 1) researching, planning, and analyzing collection and processing systems; 2) developing compensation and incentive structures; 3) performing cost projections and financial analysis; and 4) consulting on procurement and contract processes. Responses to the RFQ were received from six firms. Each response was evaluated relative to experience, expertise, and compensation schedule. R.W. Beck Inc. was rated highest by the review panel due to their ability to provide the services requested and their schedule of compensation.
Through the initial term of the agreement, R.W. Beck completed a number of tasks related to research on program enhancements and proposed compensation structures. On February 15, 2000, the City Council approved the first amendment to agreement with the R.W. Beck Inc. to provide continuing solid waste consulting services, including cost analysis and document development. On May 30, 2000, the City Council approved a second amendment to the agreement that allowed R.W. Beck to assist City staff in the evaluation of proposals received in response to the Recycle Plus RFP. On January 23, 2001, Council approved the third amendment to expand the scope of services to include assisting staff in database development, cost modeling and transition support.
The scope of services for the R.W. Beck agreement was written to provide a comprehensive list of services needed by ESD throughout the RFP process and into the transition to the new Recycle Plus program, beginning in June 1999 and ending January 2002. Staff had anticipated that amendments increasing total compensation would be required to ensure that consultant services would be available throughout the RFP process and the transition to the new program.
R.W. Beck played an integral role in overseeing the development of the Recycle Plus RFP and in the development of the new Recycle Plus agreements. The experience and expertise the consultants from R.W. Beck brought to the development of the RFP was instrumental in creating a comprehensive and high caliber RFP document and thorough service agreements.
Council approved the new Recycle Plus agreements on March 27, 2001. The next milestones in the process include rate modeling to restructure the Multi-family Dwelling rates and set the rates for the new services to be provided, and the development of a new database system to be utilized by both the City and the Recycle Plus contractors. This fourth amendment will allow R.W. Beck to continue their assistance and support in the tasks listed above, as well as allowing them to continue to provide support and expertise to ESD through the transition to the new Recycle Plus program.
Not applicable.
This memorandum has been coordinated with the City Attorney’s Office.
COST IMPLICATIONS
The cost of this recommendation will not exceed $250,000. Existing funds in the amount of $100,000 are available for this purpose in the 2000-01 Operating Budget. The remaining $150,000 will be available contingent on Council’s adoption of the proposed 2001-2002 Operating Budget. No appropriation action is required.
BUDGET REFERENCE
Fund: Integrated Waste Management Fund – (423)
Amount: $100,000
Budget Document: 2000-2001 Adopted Operating Budget
Page 448
CARL W. MOSHER
Director, Environmental Services Department