HomeMy WebLinkAboutStaff Report 1485City of Palo Alto (ID # 1485)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 7/18/2011
July 18, 2011 Page 1 of 7
(ID # 1485)
Summary Title: Contract Approval for Household Hazardous Waste
Title: Approval of a Contract with Clean Harbors Environmental Services, Inc. in
the Amount of $418,000 Per Year for Household Hazardous Waste Management
and Emergency Response Services
From:City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1.Approve and authorize the City Manager or his designee to execute the attached
contract with Clean Harbors Environmental Services, Inc. (Attachment A) for a
period of three years in a not to exceed amount of $390,000 for the first year for
household hazardous waste (HHW) and 24 hour emergency response services;
and
2.Authorize the City Manager or his designee to approve fee increases to the
contract for the second and third year, provided the proposed increased cost of
the fees do not exceed the Consumer Price Index for all urban consumers (San
Francisco-Oakland-San Jose, CA).
Background
Program History
Palo Alto’s HHW program began in 1983 when Palo Alto became the second jurisdiction
in the state to provide collection of household hazardous wastes to its residents in
response to community concerns about toxic wastes in the environment. The
objectives of the HHW program were to provide a point of contact for educating the
public about the safe use, storage, disposal and alternatives to HHW products, and to
help reduce the release of HHW to storm drains, landfill and the sanitary sewer. In
1986, the Tanner Bill (AB 2948) was passed requiring counties to establish hazardous
waste management plans (Health & Safety Code 25135-25135.9). In 1987, the Greene
Bill (SB 477) was passed requiring each City to either adopt a city hazardous waste
management plan or incorporate the County’s plan into the City’s plan.
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HHW Element -In 1989, AB 939 was passed mandating that cities adopt and submit a
HHW Element (HHWE), a document that sets policies, objectives and programs for
collection of HHW in compliance with state mandates. Palo Alto’s HHWE (June 1991)
evaluated HHW alternatives and selected the development of a permanent HHW facility
to phase out the monthly collection events that were taking place during that time. At
the time, Palo Alto decided to continue its own program instead of joining the Santa
Clara County HHW Program since Palo Alto had a mature well-run HHW program that
predated the Santa Clara County program.
RWQCP -In the early 1990’s, the Palo Alto Regional Water Quality Control Plant
(RWQCP) became a permitted permanent HHW collection facility, focusing on the
collection and proper disposal of target wastes that directly affected the waste water
effluent such as photo chemicals, mercury wastes, certain types of pesticides and more
recently pharmaceutical wastes. In 2008, the RWQCP upgraded its hazardous wastes
storage structures by adding a new hazardous waste storage locker (and related
improvements) at the entrance to the RWQCP. This new storage locker allows the
RWQCP to store both plant generated hazardous wastes as well as HHW collected
through the permanent facility permit.
Current HHW Program Components
Currently, Palo Alto provides a comprehensive program for HHW management that
includes:
Monthly Drop-off (1st Saturday of the Month)–This is the most popular HHW program
and involves once per month collection events for residents. These events are
conducted at the RWQCP parking lot on the first Saturday of each month and operate
under a Temporary HHW Collection Facility Permit. All of the collected HHW is
manifested and transported to a disposal facility the same day as the event. In
addition, all HHW collected during the month by the RWQCP and by staff through the
landfill’s load check program are consolidated with the monthly event HHW and
transported offsite for disposal;
RWQCP Permanent Facility Drop-off –This program involves a Monday through Friday
collection of selected HHW related to problem chemicals for sewage effluent (photo
chemicals, mercury wastes, pesticides and pharmaceuticals). An appointment based
mid-month HHW drop-off program was added in late 2008 when more storage capacity
was added through the installation of a larger storage locker. The RWQCP’s HHW
collection program operates under a Permanent HHW Collection Facility Permit. All
HHW collected at the RWQCP is properly segregated and stored onsite until the monthly
events where the HHW are manifested and transported the 1st Saturday of each month;
Recycling Center Drop-off –The recycling center accepts recyclable HHW such as oil, oil
filters, antifreeze, household/vehicle batteries, and fluorescent lights. The Recycling
Center operates seven days per week and is registered as a Recycle Only HHW
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Collection Facility. These recyclable HHW are stored in bulk quantities so that full loads
of HHW can cost effectively be transported to a certified recycling facility;
Curbside pickup –The City’s Waste Hauler (Greenwaste of Palo Alto) collects used
motor oil, oil filters, and household batteries at the curb from residents during their
routes. Also, Greenwaste of Palo Alto accepts certain e-waste from residents and
commercial customers in the recycling carts;
Door-to-door HHW pickup –Qualified residents that are physically limited and cannot
bring their HHW to the monthly events can schedule their pickups at their homes. The
City’s HHW Contractor will dispatch personnel to the homes to collect and transport the
HHW to the monthly events for manifesting and transportation;
Palo Alto’s HHW program is instrumental in satisfying City goals and objectives and is
essential for implementing: 1) the City’s Comprehensive Plan; 2) the City’s Zero Waste
Operational Plan (ZWOP); 3) the City’s HHW Element; and 4) the City’s National
Pollutant Discharge Elimination System (NPDES) Permit. The City’s HHW program is
also part of a broader pollution prevention program developed to protect Palo Alto’s
creeks and San Francisco Bay by diverting toxics from disposal that could otherwise
occur to the sanitary sewer and/or the storm drain system.
Palo Alto Comprehensive Plan -The HHW program is an integral part of the City’s
Comprehensive Plan relating to environmental concerns. Some of the comprehensive
plan references include:
·GOAL N-4: Water Resources that are Prudently Managed to Sustain Plant and
Animal Life, Support Urban Activities, and Protect Public Health and Safety.
·POLICY N-23: Reduce the discharge of toxic materials into the City’s sanitary
sewer collection system by promoting the use of Best Management Practices
(BMPs).One of the BMPs for the City is “Hazardous waste collection and
recycling”.
·GOAL N-6: An Environment Free of the Damaging Effects of Biological and
Chemical Hazardous Materials.“Palo Alto will also continue its household
hazardous waste collection programs and will strive to make these programs
more convenient and accessible to residents” (Page N-21).
·POLICY N-30: “Minimize the use of toxic and hazardous materials. Encourage
the use of alternative materials and practices that are environmentally benign”.
·PROGRAM N-48:“Continue sponsoring a regular household hazardous waste
collection event”.
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·PROGRAM N-50:“Continue the program that allows small quantity generators to
dispose of hazardous waste at cost”
Regional Water Quality Pollution Prevention: As mentioned above, the HHW program
serves as an integral part of the broader Pollution Prevention Programs developed to
protect Palo Alto’s creeks and San Francisco Bay by diverting toxics from disposal that
could otherwise flow to the sanitary sewer and/or the storm drain system. The HHW
programs are key components of the water pollution prevention programs which the
Public Works’ Environmental Compliance Division must meet its obligations under the
State National Pollutant Discharge Elimination System (NPDES) permits issued for the
City’s Wastewater Treatment Plant and the Storm Drain System. Without these
programs, increased intentional and accidental discharge of pollutants both to interior
drains (sewer lines) and external drains (storm system) would most likely occur.
Pesticides, fertilizers mercury, heavy metals, solvents, paints, oils, batteries and
cleaners all contain pollutants for which permit limits exist. These limits are designed to
protect aquatic ecosystems from chemicals which can be toxic, bioaccumulative,
persistent, or all three. Degrading ecosystems effects people quite directly because
humans depend on aquatic plants and animals for food and other resources.
The RWQCP relies on the HHW program to divert toxics that could upset treatment
operations or pass through to the natural environment. Businesses are heavily
regulated to prevent toxics from killing the “good” bacteria in the RWQCP. The RWQCP
was not designed to remove toxic waste and a portion flows through the treatment
plant and into the San Francisco Bay. Removal rates vary from extremely low to over
90% for some toxics that can absorb onto sludge particles. However, even that
removal has a dark side as some “removed” pollutants volatilize to the atmosphere.
With tens of thousands of chemicals now in use, local governments’ ability to monitor
all of them has been overwhelmed.
Landfill Groundwater Contamination Concerns: The HHW program contains a
hazardous waste exclusion program to reduce the illegal disposal of HHW in the landfill.
Illegal disposal of HHW in the landfill could cause contamination in the underlying
groundwater and thereby cause a groundwater “corrective action” to occur. A
corrective active involves groundwater extraction and treatment and additional
monitoring in order to reduce the contamination of the groundwater. The landfill’s
potential cost for corrective action due to groundwater contamination is estimated to be
as high as $650,000 per event.
Worker Safety: The HHW program provides a level of safety for workers at the landfill,
recycling center and SMaRT where solid waste workers may come in contact with
illegally disposed hazardous wastes. Exposure to HHW may cause health hazards.
Sustainability and Zero Waste Policies:The City’s adopted Zero Waste Operational Plan
recommends a local recycling center and permanent HHW facility (Section 7.2). A
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robust and effective HHW program is an important part of the City’s sustainability and
zero waste policies. Removing toxic contaminates from the garbage, sanitary sewer
and storm drains will help to protect the environment. In addition, the HHW program
provides education, and a point of contact for public/small business disposal of toxic
wastes and usage of alternative safe products. The Palo Alto HHW program requires
that the majority of the HHW collected be either recycled or used as beneficial fuel
substitution. Moreover, local collection of HHW, as opposed to usage of the Santa Clara
County regional HHW facility, reduces the distance residents and small businesses have
to travel, thereby reducing the amounts of energy and greenhouse gas vehicle
emissions into the atmosphere. Local collection also demonstrates Palo Alto’s
commitment to take responsibility for the HHW that is generated. Palo Alto’s HHW
program meets these objectives by providing convenient and safe collection and proper
disposal of the HHW as well as encouraging the use of safer less toxic products and the
reuse of these products. Improvements to the existing permanent HHW facility in Palo
Alto would enhance these plan objectives by increasing operating hours thereby
increasing the frequency and convenience for residents, and allowing for the reuse of
unopened hazardous products.
Discussion
The work to be performed under this contract includes the operation the City’s ongoing
monthly HHW program, a CESQG Program, a door-to-door HHW pickup for physically
limited residents program, the consolidation, packaging transportation and recycling of
recycling center household batteries and fluorescent tubes and a weekly appointment-
based HHW drop-off program at the hazardous materials storage locker at the entrance
to the WQCP.The weekly appointment-based drop-off accommodates residents that
can’t wait for the monthly event because they are moving or other reasons. Part of this
scope of work also requires the Contractor to provide for 24-hour hazardous waste
emergency spill response services.
Selection Process
A notice inviting formal proposals for the work was posted at City Hall and sent to four
pre-qualified contractors on March 24, 2011, the bidding period was 26 days. Proposals
were received from two qualified contractors on April 19, 2011.
Summary of Solicitation Process
Proposal
Description/Number
Household Hazardous Waste and Emergency
Response Services/RFP #140620
Proposed Length of Project 36 months
Number of Proposals Mailed 4
Total Days to Respond to
Proposal
26
Pre-proposal Meeting Date N/A
Number of Proposals Received:2
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An evaluation committee consisting of three staff members from the Public Works
Operations Division reviewed the proposal to ensure that the firm was responsive to the
criteria identified in the RFP. The criteria used to select the recommended firm
included:
·Quality and completeness of proposal;
·Quality, performance and effectiveness of the solution and services to be
provided by the Proposer;
·Proposers experience, including the experience of staff to be assigned to the
project, the engagements of similar scope and complexity;
·Cost to the city;
·Proposer’s financial stability;
·Proposer’s ability to perform the work within the time specified;
·Proposer’s prior record of performance with city or others; and
·Proposer’s compliance with applicable laws, regulations, policies (including city
council policies), guidelines and orders governing prior or existing contracts
performed by the contractor.
Clean Harbors was selected because of the experience of key staff that will be assigned
to the City’s program, and because of their prior record with the City. Clean Harbors
(or their subsidiaries) has been the City’s HHW Contractor for over 15 years.
Staff confirmed that Clean Harbors has all of the State and local permits required for
this work. The 3-year term, scope of work and procurement process used for this
contract follow the same approach as HHW contracts let by the City in previous years.
Resource Impact
Funding for this contract is available in the Refuse Fund’s FY 2012.
Policy Implications
This project does not represent any change to existing City policies.
Environmental Review
The HHW program was reviewed in the negative declaration for the Source Reduction
and Recycling Element and Household Hazardous Waste Element approved by Council
on June 6, 1991 (Negative Declaration No. 91-EIA-12). The CESQG program was
reviewed in the negative declaration for the implementation of the program approved
by Council on June 24, 1993 (Negative Declaration No. 93-EIA-22).
Attachments:
·Attachment A: Contract (PDF)
July 18, 2011 Page 7 of 7
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Prepared By:Ron Arp, Manager, Environmental Control Programs
Department Head:J. Michael Sartor, Interim Director
City Manager Approval: James Keene, City Manager