REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Eric G. Parra, Interim City Manager
VIA: Chau Vu, Director of Public Works
PREPARED BY: Debra Jubinsky, Senior Management Analyst
Subject:
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Approve and authorize execution of Amendment No. 2 to the Professional Services Contract between City of Huntington Beach and HF&H Consultants, LLC to extend the contract term for 3 years and to increase the amount by $413,000 for a total amended contract amount not to exceed $528,000
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Statement of Issue:
The City has a professional services contract with HF&H Consultants, LLC to provide contract negotiation services for SB 1383 - organics recycling compliance. Amendment No. 1 to this agreement was approved in July 2023. The negotiations are ongoing and the timeline for completing this process has exceeded the amended contract amount. Additional services from this consultant are needed to implement requirements of this legislation, which will be covered by a grant from Cal Recycle. Staff is requesting approval of a second amendment to the contract to add SB 1383 implementation support services, extend the term for 3 additional years, and increase the amended $115,000 not exceed limit by $413,000 for a total not to exceed contract of $528,000.
Financial Impact:
Funds in the amount of $49,000 are available in the Refuse account, 50485103.69365 for SB 1383 negotiations. Funds in the amount of $364,000 are available in SB 1383 Local Assistance OWR4 Grant 127685002.69365.
Recommended Action:
recommendation
Approve and authorize the Mayor and City Clerk to execute “Amendment No. 2 to Professional Service Contract Between City of Huntington Beach and HF&H Consultants, LLC for Negotiation Services For SB 1383 Compliance”
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Alternative Action(s):
Do not approve the recommended action and direct staff accordingly.
Analysis:
On October 6, 2021 the City entered into a professional services contract with HF&H Consultants, LLC in the amount of $75,000 to review our existing Solid Waste Franchise Agreement and negotiate SB 1383 compliance with the City’s solid waste hauler, Republic Services. Amendment No. 1, which was approved in July 2023, added an additional $40,000 to the not to exceed limit but did not extend the term. This process has extended beyond what was contemplated in the original service proposal in Amendment No. 1. This is primarily due to the complexity of updating an 18-year-old agreement. The modernized agreement will include service standards and provisions for compliance with SB 1383 and will provide a robust agreement for the remaining 13 years of the franchise term. With the cooperation of Republic Services and continued diligence of HF&H and city staff, it is anticipated that these negotiations could be concluded within the next several months. The cost to complete the franchise negotiations with Republic Services is not to exceed $49,000.
In addition to the negotiation services, staff is proposing to increase the contract by an additional $364,000 to provide SB 1383 implementation support services over the next three years. SB 1383 imposes many requirements on local jurisdictions, which extend across multiple departments. This includes California Green Building and Model Water Efficient Landscape code enforcement and reporting, procurement of recycled content products, contamination prevention, and extensive recordkeeping. Earlier this year CalRecycle awarded SB 1383 Local Assistance Grant funds to Huntington Beach, which will include a comprehensive review of SB 1383 record keeping, interdepartmental staff training, and franchise monitoring assistance. Since HF&H developed several of the Model Implementation Tools for CalRecycle that are used by jurisdictions statewide, they are highly qualified to provide this support to our city.
The use of an interagency agreement between City of Bell Gardens and HF&H conforms to the city’s Request for Proposal process and has been approved by Finance. City Council approval is required for professional services contracts of $100,000 or greater and to extend the term for an additional 3 years.
Environmental Status:
Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will not result in direct or indirect physical changes in the environment do not constitute a project.
Strategic Plan Goal:
Non Applicable - Administrative Item
Attachment(s):
1. Amendment No. 2 to Professional Services Contract Between City of Huntington Beach and HF&H Consultants, LLC for Negotiation Services for SB 1383 Compliance
2. Professional Services Contract and Amendment No. 1 Between the City of Huntington Beach and HF&H Consultants, LLC for Negotiation Services for SB1383 Compliance
3. Agreement between City of Bell Gardens and HF&H LLC
4. PowerPoint Presentation