HomeMy WebLinkAboutStaff Report 8321
City of Palo Alto (ID # 8321)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 8/28/2017
City of Palo Alto Page 1
Council Priority: Environmental Sustainability
Summary Title: Zero Waste Technical Support Contract
Title: Approval of a Multi-year Contract With Abbe and Associates in the
Amount of $499,016 for Technical Support for the Zero Waste Program That
Includes; a Waste Characterization Study, an Update to the Zero Waste
Operational Plan, and Refuse Management Contracting Assistance
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council authorize the City Manager or his designee to
execute the attached professional services contract with Abbe and Associates
(Attachment A) in the amount not to exceed $499,016 for Zero Waste technical
support, including completing a waste characterization study, updating the 2007
Zero Waste Operational Plan with new programs and policies to achieve 95
percent diversion by 2030 and providing assistance for modifying existing or
procuring new contracts for refuse hauling, processing and disposal.
Executive Summary
Although the City of Palo Alto has one of the highest waste diversion rates in
the state at over 81 percent (2016) and recently implemented compost collection
programs that will most likely push the City’s diversion rate up to 83 percent in
2017, this is still short of the City’s goals of 90 percent diversion by 2021 and 95
percent diversion by 2030. It is critical to analyze, develop and select new
programs and policies in the next two years because the City’s current three
refuse management contracts (with annual costs of over $20 million) all expire in
2021, and a new Zero Waste Plan will be needed to provide guidance on new
programs that will drive the new contracts. The consultant recommended for
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selection, Abbe and Associates, will assist the City in characterizing current refuse
streams (compost, recycling, and garbage), analyzing new reduction ideas,
developing the new Zero Waste Plan, writing work plans and assisting with RFP
processes, as needed, to select refuse management contractors well ahead of the
2021 expiration date.
Background
The City of Palo Alto has been a consistent leader in waste reduction, reuse, and
recycling programs. The City has one of the highest waste diversion rates in
the state at over 81 percent (2016).
Beginning in the 1970s, the City was one of the first in the nation to offer
municipal recycling and composting services and in 1991, due to shrinking landfill
space, the City entered into an innovative 30-year partnership with the cities of
Sunnyvale and Mountain View to send garbage to the Sunnyvale Material and
Recovery Transfer (SMaRT) Station, a “dirty” Material Recovery Facility capable of
recovering approximately 30 percent of waste as recyclable and compostable
material. The SMaRT Station contract is directly linked to the City’s 30-year waste
disposal contract at Kirby Canyon Landfill in south San Jose.
In the early 2000s, after Council direction to create a Zero Waste framework for
waste management, staff implemented “single stream” or one container
recyclable collections, which increased program participation community-wide.
While these efforts diverted 62 percent1 of the 70,000+ tons of waste generated
from the landfill, the City needed more aggressive programs to achieve Zero
Waste2 thereby adopting the Zero Waste Strategic Plan, which called for a 73
percent diversion rate by 2011 and approving the Zero Waste Operational Plan
(ZWOP), which called for achieving Zero Waste by 2021.
Via the ZWOP, a waste characterization study was conducted and resulted in a
series of policies and programs to achieve Zero Waste being recommended. Many
of these programs were implemented in the 2009 refuse hauling contract with
GreenWaste of Palo Alto (GreenWaste), including enhanced technical support on
waste management, increasing construction and demolition material recycling
and collecting compostables (e.g., food scraps and soiled paper) from commercial
1 The diversion percentage is derived from CalRecycle per capita waste generation rates.
2 For program metrics, the definition of “zero waste” is achieving a 90 percent diversion rate.
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customers. Although one of the highest in the state and well above regulatory
requirements, the City’s diversion rate had plateaued around 80 percent by 2011
highlighting the need for further programs to reach the Zero Waste goal carbon
emission reduction targets.
Chart 1
Another waste characterization study in 2012, resulted in the residential curbside
collection of food scraps and soiled paper in the green cart (CMR ID #5558), a 3-
phase recycling and composting ordinance (CMR ID #6475) and an amendment to
the GreenWaste contract shifting the contract incentives to encourage more
compost collection and extending the contract term to 2021. These initiatives
have resulted in diversion of over 4,000 tons of material, most likely pushing the
City’s diversion rate up to 83 percent by 2017.
In addition to accomplishing the City’s goals through vendor contracts, several
Zero Waste programs promote waste reduction and reuse through community
2030 (95%)
S/CAP Goal
2021 (90%)
Zero Waste Goal
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education and support, and partnering with organizations such as Repair Café
Palo Alto, Transition Palo Alto Share Faires, and Palo Alto Unified School District.
Discussion
Although reaching an 83 percent diversion rate in 2017 would be a significant
accomplishment and a testament to the dedication of City and GreenWaste staff
and the community, accomplishing the Zero Waste Operational Plan and
Sustainability/Climate Action Plan goals of 90 percent diversion by 2021 and 95
percent diversion by 2030, respectively, will require new and innovative ways to
eliminate waste from being produced entirely.
The scope of work for the proposed contract with Abbe Associates includes, but is
not limited to the following tasks:
1. Complete a waste characterization survey: analyzing the composition of the
City’s waste stream (garbage, recycling, and compost).
2. Analyze non-contract waste flows: quantifying self-hauled garbage going to
landfills throughout the region. Currently the City exerts little control over
this material; if found to be residual from construction and demolition
within the City, more control over sorting and destination could be
exercised.
3. Update the Zero Waste Operational Plan: utilizing results from Tasks 1 and
2, develop new programs and policies to help achieve 95 percent diversion
by 2030. The update will include considerations for changes to collection
and processing technologies, opportunities to move “upstream” by
developing new extended producer responsibility policies and fostering
greater deconstruction and salvage opportunities in the construction
sector, as well as goals related to the City’s S/CAP Framework.
4. Contract support: analyzing current solid waste collections/hauling,
processing, and disposal agreements, and assisting the City with contract
extensions, modifications or new solicitations. The City currently has three
main solid waste agreements budgeted at approximately $20 million
annually:
a. SMaRT Station: processing of garbage; agreement ends in 2021.
b. Kirby Canyon Landfill: landfilling of garbage; contract ends in 2021.
c. GreenWaste of Palo Alto: collection of all refuse and processing of
recyclables and compost; contract ends 2021.
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5. Optional contract negotiation and/or new solicitation assistance: if
needed, assisting the City in renegotiating or extending existing agreements
and/or developing requests for proposals for solid waste collection,
processing and disposal.
6. Optional technical studies: if needed, determining life-cycle or analyzing
greenhouse gas emissions for prospective programs and completion of
California Environmental Quality Act (CEQA) documents.
On May 4, 2017, a request for proposals for Zero Waste Technical Support
Professional Services Contract was posted via the City’s eProcurement system.
Proposals were received from two consultants on June 7. Staff reviewed the
proposals and selected Abbe and Associates based on their experience and
overall cost. After negotiations, the Abbe and Associates proposal fees are
approximately 13% lower than the second consultant’s proposed fee amount.
Abbe and Associates has significantly more experience with zero waste plan
development than the second proposer.
Abbe and Associates, led by Ruth Abbe, a solid waste expert with over 25 years of
experience and one of the authors of the City’s Zero Waste Strategic Plan and
Operational Plan, brings together solid waste experts who have authored
approximately half of the nation’s Zero Waste plans, including individuals from
Cascadia Consulting Group, Inc., HDR Engineering, Inc., R3 Consulting Group, Inc,
and Gary Liss and Associates. As well, Abbe and Associates’ proposal provided
more hours at a lower cost for the majority of the tasks.
At approximately $20 million annually, the contracts with SMaRT Station, Kirby
Canyon Landfill, and GreenWaste of Palo Alto, represent two-thirds of the City’s
Refuse Fund budget. The deliverables provided in the proposed contract will help
the City identify the most cost-effective and sustainable paths toward the City’s
diversion goals, including cost-benefit analysis on the different diversion
programs to ensure Council and ratepayers fully understand the implications of
recommendations.
Timeline
This is a multi-year contract (through June 30, 2021) that will assist staff with a
goal to select waste contractors, negotiate and gain Council approval of new
waste agreements at least 12 months prior to the expiration of current
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agreements. Staff will strive to finalize new agreements with enough time for
waste management companies to purchase required trucks and/or upgrade
facilities to manage the City’s wastes.
The City can elect to not proceed with the optional tasks in the contract, if
ultimately not needed, and the contract may be concluded earlier than the nearly
4 year term.
The initial tasks – the waste characterization, non-contract flow analysis, new
Zero Waste Plan, and contract options – are scheduled to be completed in early
Fiscal Year 2019. Staff will present to Council the new Zero Waste Plan for
approval and recommendations on how to proceed with the contracting options.
Resource Impact
Funding for this multi-year contract is in the Refuse Fund’s Fiscal Year 2018
adopted operating budget.
Policy Implications
This request is intended to identify programs and policies to achieve both City
goals of 90 percent diversion by 2021 and 95 percent diversion by 2030 and is
thereby consistent with the Zero Waste Operational Plan, Comprehensive Plan,
and Sustainability/Climate Action Framework. This request does not represent
any changes to existing City policies.
Environmental Review
This contract is exempt from CEQA as a Feasibility and Planning Study, Section
21083, Public Resources Code; Reference: Sections 21102 and 21150, Public
Resources Code.
Attachments:
Attachment A: Contract C18167861 Abbe Associates
Attachment A
CITY OF PALO ALTO CONTRACT NO. C18167861
AGREEMENT BETWEEN THE CITY OF PALO ALTO
AND ABBE & ASSOCIATES LLC FOR PROFESSIONAL SERVICES
This Agreement is entered into on this 29th day of August, 2017, (“Agreement”)
by and between the CITY OF PALO ALTO, a California chartered municipal corporation
(“CITY”), and ABBE & ASSOCIATES LLC, a California Limited Liability Corporation, located at 1028 Fair Oaks Avenue, Alameda, CA 94501 ("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement. A. CITY intends to develop new policies and programs to exceed its current Zero Waste
goals (“Project”) and desires to engage a consultant to conduct various task as outlined in Exhibit
A in connection with the Project (“Services”).
B. CONSULTANT has represented that it has the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the
Services.
C. CITY in reliance on these representations desires to engage CONSULTANT to provide the Services as more fully described in Exhibit “A”, attached to and made a part of this Agreement.
NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions,
in this Agreement, the parties agree: AGREEMENT
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described at
Exhibit “A” in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY.
Optional On-Call Provision (This provision only applies if checked and only applies to on-
call agreements.)
Services will be authorized by CITY, as needed, with a Task Order assigned and approved by
CITY’s Project Manager. Each Task Order shall be in substantially the same form as Exhibit A-1. Each Task Order shall designate a CITY Project Manager and shall contain a specific scope of
work, a specific schedule of performance and a specific compensation amount. The total price of
all Task Orders issued under this Agreement shall not exceed the amount of Compensation set
forth in Section 4 of this Agreement. CONSULTANT shall only be compensated for work
performed under an authorized Task Order and CITY may elect, but is not required, to authorize work up to the maximum compensation amount set forth in Section 4.
SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through June 30, 2021
unless terminated earlier pursuant to Section 19 of this Agreement.
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SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance
of Services under this Agreement. CONSULTANT shall complete the Services within the term
of this Agreement and in accordance with the schedule set forth in Exhibit “B”, attached to and made a part of this Agreement. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably
prompt and timely manner based upon the circumstances and direction communicated to the
CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall
not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit “A” (“Basic Services”),
and reimbursable expenses, shall not exceed Four Hundred Ninety-Nine Thousand Sixteen Dollars ($499,016.00). CONSULTANT agrees to complete all Basic Services, including reimbursable expenses, within this amount. The applicable rates and schedule of payment are set
out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a
part of this Agreement. Any work performed or expenses incurred for which payment would
result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions
of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services
performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the services performed and the applicable charges (including an identification of personnel who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C-
1”). If applicable, the invoice shall also describe the percentage of completion of each task. The
information in CONSULTANT’s payment requests shall be subject to verification by CITY.
CONSULTANT shall send all invoices to the City’s project manager at the address specified in Section 13 below. The City will generally process and pay invoices within thirty (30) days of receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be
performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT
represents that it possesses the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience
to perform the Services assigned to them. CONSULTANT represents that it, its employees and
subconsultants, if permitted, have and shall maintain during the term of this Agreement all
licenses, permits, qualifications, insurance and approvals of whatever nature that are legally
required to perform the Services.
All of the services to be furnished by CONSULTANT under this agreement shall meet the
Professional Services Rev. April 27, 2016 3
professional standard and quality that prevail among professionals in the same discipline and of
similar knowledge and skill engaged in related work throughout California under the same or
similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement. CONSULTANT shall procure all permits and licenses,
pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections
such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds ten percent (10%) of CITY’s stated construction budget, CONSULTANT shall make recommendations to CITY for aligning the PROJECT design with the budget, incorporate CITY approved
recommendations, and revise the design to meet the Project budget, at no additional cost to
CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in performing the Services under this Agreement CONSULTANT, and any person employed by or
contracted with CONSULTANT to furnish labor and/or materials under this Agreement, shall act
as and be an independent contractor and not an agent or employee of CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not
assign or transfer any interest in this Agreement nor the performance of any of
CONSULTANT’s obligations hereunder without the prior written consent of the city manager.
Consent to one assignment will not be deemed to be consent to any subsequent assignment. Any assignment made without the approval of the city manager will be void.
SECTION 12. SUBCONTRACTING.
Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the work
to be performed under this Agreement without the prior written authorization of the city manager or designee.
Option B: Subcontracts Authorized: Notwithstanding Section 11 above, CITY agrees that
subconsultants may be used to complete the Services. The subconsultants authorized by CITY to
perform work on this Project are: CONSULTANT shall be responsible for directing the work of any subconsultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
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compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a
subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval
of the city manager or his designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Ruth Abbe as the Project Manager to have supervisory responsibility for the performance, progress, and
execution of the Services and Ruth Abbe as the project manager to represent CONSULTANT
during the day-to-day work on the Project. If circumstances cause the substitution of the project
director, project coordinator, or any other key personnel for any reason, the appointment of a substitute project director and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s project manager. CONSULTANT, at CITY’s
request, shall promptly remove personnel who CITY finds do not perform the Services in an
acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of
the Project or a threat to the safety of persons or property. CITY’s project manager is Matthew Krupp, Public Works Department, Environmental Services
Division, 3201 East Bayshore Road, Palo Alto, CA 94303, Telephone:650-496-5958. The project
manager will be CONSULTANT’s point of contact with respect to performance, progress and
execution of the Services. CITY may designate an alternate project manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including
without limitation, all writings, drawings, plans, reports, specifications, calculations, documents,
other materials and copyright interests developed under this Agreement shall be and remain the
exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall be vested in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other
intellectual property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if
any, shall make any of such materials available to any individual or organization without the
prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time
during the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and retain such records for at least three (3) years after the expiration or earlier termination of this
Agreement.
SECTION 16. INDEMNITY.
[Option A applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed
professional land surveyors.] 16.1. To the fullest extent permitted by law, CONSULTANT
shall protect, indemnify, defend and hold harmless CITY, its Council members, officers,
employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any
other loss, including all costs and expenses of whatever nature including attorneys fees, experts
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fees, court costs and disbursements (“Claims”) that arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees,
agents or contractors under this Agreement, regardless of whether or not it is caused in part by an
Indemnified Party. [Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted by law,
CONSULTANT shall protect, indemnify, defend and hold harmless CITY, its Council members,
officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including
attorneys fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out
of or in any manner related to performance or nonperformance by CONSULTANT, its officers,
employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed
to require CONSULTANT to indemnify an Indemnified Party from Claims arising from the
active negligence, sole negligence or willful misconduct of an Indemnified Party. 16.3. The acceptance of CONSULTANT’s services and duties by CITY shall
not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall
survive the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any covenant, term, condition or provision of this Agreement, or of the provisions of any ordinance
or law, will not be deemed to be a waiver of any other term, covenant, condition, provisions,
ordinance or law, or of any subsequent breach or violation of the same or of any other term,
covenant, condition, provision, ordinance or law. SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit "D". CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or
policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming
CITY as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the
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approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is
primary coverage and will not be canceled, or materially reduced in coverage or limits, by the
insurer except after filing with the Purchasing Manager thirty (30) days' prior written notice of
the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business
days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for
ensuring that current certificates evidencing the insurance are provided to CITY’s Chief
Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has
expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior
written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will
immediately discontinue its performance of the Services. 19.2. CONSULTANT may terminate this Agreement or suspend its
performance of the Services by giving thirty (30) days prior written notice thereof to CITY, but
only in the event of a substantial failure of performance by CITY.
19.3. Upon such suspension or termination, CONSULTANT shall deliver to the City Manager immediately any and all copies of studies, sketches, drawings, computations, and
other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or
given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such
materials will become the property of CITY. 19.4. Upon such suspension or termination by CITY, CONSULTANT will be
paid for the Services rendered or materials delivered to CITY in accordance with the scope of
services on or before the effective date (i.e., 10 days after giving notice) of suspension or
termination; provided, however, if this Agreement is suspended or terminated on account of a
default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s services which are of direct and immediate benefit to CITY as such
determination may be made by the City Manager acting in the reasonable exercise of his/her
discretion. The following Sections will survive any expiration or termination of this Agreement:
14, 15, 16, 19.4, 20, and 25.
19.5. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement.
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SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250 Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the project director at the address of CONSULTANT recited above
SECTION 21. CONFLICT OF INTEREST.
21.1. In accepting this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subconsultants, contractors or persons having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California.
21.3. If the Project Manager determines that CONSULTANT is a “Consultant” as that term is defined by the Regulations of the Fair Political Practices Commission,
CONSULTANT shall be required and agrees to file the appropriate financial disclosure
documents required by the Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person because of the race, skin color, gender, age,
religion, disability, national origin, ancestry, sexual orientation, housing status, marital status,
familial status, weight or height of such person. CONSULTANT acknowledges that it has read
and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all
requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department,
incorporated by reference and may be amended from time to time. CONSULTANT shall comply
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with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste
Program. Zero Waste best practices include first minimizing and reducing waste; second,
reusing waste and third, recycling or composting waste. In particular, CONSULTANT shall
comply with the following zero waste requirements: (a) All printed materials provided by CCONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes,
invoices, reports, and public education materials, shall be double-sided and
printed on a minimum of 30% or greater post-consumer content paper, unless
otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not
limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Division’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide
documentation from the facility accepting the pallets to verify that pallets are not
being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter
4.62 (Citywide Minimum Wage), as it may be amended from time to time. In particular, for any
employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code section
4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In
addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance
in accordance with Palo Alto Municipal Code section 4.62.060. SECTION 25. NON-APPROPRIATION
25.1. This Agreement is subject to the fiscal provisions of the Charter of the
City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only
appropriated for a portion of the fiscal year and funds for this Agreement are no longer available.
This section shall take precedence in the event of a conflict with any other covenant, term,
condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
26.1 This Project is not subject to prevailing wages. CONSULTANT is not
required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7 if the contract is not a public works contract, if the contract does not
include a public works construction project of more than $25,000, or the contract does not
Professional Services Rev. April 27, 2016 9
include a public works alteration, demolition, repair, or maintenance (collectively,
‘improvement’) project of more than $15,000.
OR 26.1 CONSULTANT is required to pay general prevailing wages as defined in
Subchapter 3, Title 8 of the California Code of Regulations and Section 16000 et seq. and
Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section 1773 of the
Labor Code of the State of California, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to execute the contract for this Project from the
Director of the Department of Industrial Relations (“DIR”). Copies of these rates may be
obtained at the Purchasing Division’s office of the City of Palo Alto. CONSULTANT shall
provide a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay the adopted prevailing wage rates as a minimum. CONSULTANT shall comply with the provisions of all sections, including, but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813,
of the Labor Code pertaining to prevailing wages.
26.2 CONSULTANT shall comply with the requirements of Exhibit “E” for any contract for public works construction, alteration, demolition, repair or maintenance.
SECTION 27. MISCELLANEOUS PROVISIONS.
27.1. This Agreement will be governed by the laws of the State of California.
27.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California. 27.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys' fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties.
27.4. This document represents the entire and integrated agreement between the
parties and supersedes all prior negotiations, representations, and contracts, either written or oral.
This document may be amended only by a written instrument, which is signed by the parties.
27.5. The covenants, terms, conditions and provisions of this Agreement will
apply to, and will bind, the heirs, successors, executors, administrators, assignees, and
consultants of the parties.
27.6. If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and effect.
Professional Services Rev. April 27, 2016 10
27.7. All exhibits referred to in this Agreement and any addenda, appendices,
attachments, and schedules to this Agreement which, from time to time, may be referred to in
any duly executed amendment hereto are by such reference incorporated in this Agreement and will be deemed to be a part of this Agreement.
27.8 In the event of a conflict between the terms of this Agreement and the
exhibits hereto or CONSULTANT’s proposal (if any), the Agreement shall control. In the case
of any conflict between the exhibits hereto and CONSULTANT’s proposal, the exhibits shall control.
27.9 If, pursuant to this contract with CONSULTANT, CITY shares with
CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d)
about a California resident (“Personal Information”), CONSULTANT shall maintain reasonable and appropriate security procedures to protect that Personal Information, and shall inform City immediately upon learning that there has been a breach in the security of the system or in the
security of the Personal Information. CONSULTANT shall not use Personal Information for
direct marketing purposes without City’s express written consent.
27.10 All unchecked boxes do not apply to this agreement.
27.11 The individuals executing this Agreement represent and warrant that they
have the legal capacity and authority to do so on behalf of their respective legal entities.
27.12 This Agreement may be signed in multiple counterparts, which shall, when
executed by all the parties, constitute a single binding agreement
Professional Services Rev. April 27, 2016 11
CONTRACT No. C18167861 SIGNATURE PAGE
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO
City Manager (Contract over $85k)
Purchasing Manager (Contract over $25k)
Contracts Administrator (Contract under $25k)
APPROVED AS TO FORM:
City Attorney or designee
(Contract over $25k)
Contracts Administrator (Checklist Approval)
ABBE & ASSOCIATES, LLC
Officer 1
By:
Name:
Title:
Officer 2 (Required for Corp. or LLC)
By:
Name:
Title:
Attachments: EXHIBIT “A”: SCOPE OF SERVICES
EXHIBIT “B”: SCHEDULE OF PERFORMANCE
EXHIBIT “C”: COMPENSATION EXHIBIT “C-1”: SCHEDULE OF RATES EXHIBIT “D”: INSURANCE REQUIREMENTS
Professional Services Rev. April 27, 2016 12
EXHIBIT “A” SCOPE OF SERVICES
Task 1 Project Coordination and Administration
CONSULTANT shall provide management of all task activities under this Agreement,
including project team assignments; meeting preparation and attendance; maintenance
and monitoring of the budget and schedule; quality assurance and quality control of all
deliverables; and coordination of any and all sub-consultants authorized under Section
12 of the Agreement.
Task 2 Waste Characterization – targeted waste audits Task 2.1. Develop Study Design At the start of the waste characterization study, CONSULTANT will work with CITY
staff and internal team members to solidify the methodology, protocols, and tools—
including development of a detailed study design, sampling plan and schedule, and
preparation of field forms and databases. Task 1 provides a foundation for all fieldwork, data entry, analysis, and reporting that is conducted as part of the study.
Subtask 2.1.1 Conduct Project Kick-off Meeting
CONSULTANT will begin the project with a kick-off meeting with CITY staff to clarify objectives, review the proposed methodology, and modify the approach to best meet the current needs of CITY. At the kickoff meeting CONSULTANT shall review, at
a minimum, the following key considerations in designing any material characterization
study: universe of material stream, number of samples, allocation of sample among
material streams, and waste categories. The preliminary allocation is:
Sector and Stream Sampling Method Characterization Method # of Samples
Single-family, 3 carts Paired Carts Hand sort 30
Multifamily garbage Back of truck Hand sort 10
Commercial Front Load garbage Back of truck Hand sort 50
Commercial Compactor garbage Back of truck Hand sort 10
Loose Roll Off Back of truck Visual Characterization 20
Subtask 2.1.2 Develop Detailed Study Design
The study design shall include protocols for a representative and unbiased approach to selecting routes, residences, businesses, etc. for sampling, the number size, and allocation of samples, and sample selection and characterization processes. The design shall also
include field forms specific to each study that are designed to maximize data collection
efficiency and minimize data collection errors.
Within the study design, CONSULTANT shall design a sampling schedule for each task based on regular collection and operating schedules. CONSULTANT will also design the schedule to ensure an even distribution of samples across days of the week. This is
Professional Services Rev. April 27, 2016 13
important because some communities or types of businesses may be more likely to have
their waste, recycling and organics collected on certain days of the week.
Subtask 2.2 Field Work CONSULTANT will perform 8 days of waste characterization field work. In this time, CONSULTANT will sort 15 samples per day for a total of 120 samples sorted. For the
purposes of budgeting: a sample is a scoop of material from the back of a collection
truck, the entire set out from a single-family residence, or a scoop of material from a bin
at an individual business or multifamily property. Several 15 sample scenarios are illustrated below:
Garbage samples from 4 regular route collection trucks + recycling
samples from 4 regular route collection trucks + organics samples from 2 regular route collection trucks + the entire garbage, recycling, and organics carts from 2 single-family residences + the garbage, recycling,
and organics from one restaurant = 15 samples
Garbage samples from 4 regular route collection trucks + recycling samples from 3 regular route collection trucks + organics samples from 2 regular route collection trucks + the garbage, recycling, and organics from
one multifamily property + the garbage, recycling, and organics from one
restaurant = 15 samples
CONSULTANT field crew will be receiving all samples at the SMaRT Station. All field work for one day will occur concurrently or consecutively without long breaks between
field tasks.
Subtask 2.2.1 Select Samples Task 2.2.1 involves implementing the specific sampling plan and schedule developed in Task 2.1. Depending on the target material stream, CONSULTANT’s method for
selecting samples will include either (1) obtaining samples from randomly selected
incoming vehicles at the SMaRT Station or (2) directing CITY or GreenWaste staff to
randomly select single-family or multifamily dwellings for sampling at the generator site and deliver collected samples to a CONSULTANT field crew at the SMaRT Station.
In this study, CONSULTANT shall use two types of sampling: back-of-vehicle sampling
and “paired” cart sampling. Back-of-vehicle sampling is primarily used to sample the
inbound streams at disposal sites and processing facilities, including landfills, transfer
stations, MRFs, compost, and C&D facilities. “Paired” sampling refer to the simultaneous collection and sorting of multiple carts (usually garbage, recycling, and/or organics carts)
from a single household, as part of the same set-out. This approach enables combining
composition data from all three carts to produce more reliable estimates of achievable
diversion for residential customers than back-of-vehicle studies.
Subtask 2.2.2 Characterize Samples
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In Task 2.2.2, CONSULTANT field crews shall characterize the samples collected in Task
2.2.1 using a hand sorting or visual characterization protocol as appropriate for the sample
type, (the sorting protocol for each sample type will be defined in Task 2.1).
CONSULTANT’s task manager will be on-site at the outset of all sorting activities to ensure that the crew follows approved protocols and maintains consistency across samples
and sampling events. CONSULTANT’s field manager will be on-site every field day to
brief personnel on any facility-specific health and safety requirements, personal protective
equipment (PPE) requirements, contingency protocols, and ensure the quality and efficiency of field work.
CONSULTANT will follow its standard process for hand-sorting all materials which
includes the following steps:
A member of the field crew will take photographs of the sample using a digital
camera. The Sample Placard identifying the sample will be positioned to be visible
in each photo.
The field crew will sort the sample into the material categories and store separated
materials in plastic laundry baskets. Individual members of the sorting crew typically
specialize in groups of materials, such as papers or plastics. The field manager will
monitor the homogeneity of material in the baskets as they accumulate, rejecting any
materials that are improperly classified.
The field manager will then visually inspect the purity of each material as it is
weighed in its basket using a pre-calibrated scale, and will record each material
weight on the Material Weight Tally Sheet.
Task 2.3. Enter, Review, and Analyze Data
In Task 2.3, CONSULTANT will analyze the data collected and documented during Task 2.2, using rigorous QA/QC protocols and the standard statistical procedures used for
studies across the country, including in past Palo Alto characterization studies.
CONSULTANT will enter data into its customized characterization database at the
conclusion of each sampling event and will provide the CITY with a final accounting of all samples sorted.
CONSULTANT will rely on CITY to provide annual and/or monthly tonnage estimates
for commercial, single family, multifamily, and shared service area tonnages.
CONSULTANT will perform one of two types of analyses: disposal site analysis (applicable for back-of truck samples) and generator analysis as appropriate. To perform these analyses, CONSULTANT will use the calculations approved by and used in the
recent CalRecycle statewide study. Where alternative approaches are required or desired,
CONSULTANT will work with CITY during study design in Task 2.1 to shape a
defensible strategy that is suitable for obtaining consistent, representative, and reliable data.
Task 2.4. Prepare a Draft and Final report
In Task 2.4, CONSULTANT will assemble findings and recommendations into a clear,
concise, and highly visual report that the CITY can use with confidence for short-and
Professional Services Rev. April 27, 2016 15
long-term planning. To ensure that CONSULTANT fully meets project expectations,
CONSULTANT’s project manager will develop and submit an outline of the final report
for review by CITY staff. The outline will indicate all sections and analyses that are
expected to be part of the final report. Upon approval of the outline, the project team will prepare a draft of the report, including executive summary, description of research protocols, and findings.
CONSULTANT will submit the draft version of the report to CITY staff for review, and
CONSULTANT will then incorporate comments, make necessary changes, and submit a
completed final report. Task 2.5. Additional Sampling (if needed)
In Task 2.5, CONSULTANT will perform additional sampling as requested by CITY and
agreed to by CONSULTANT. Each additional day of field work is $6,500 ($6,100 in
labor plus $400 in expenses) and the field crew can sort an additional 15 samples, subject to the same parameters details in Task 2.2.
Task 3 Analysis of non-contract waste flows
Task 3.1 Identify Areas of Research CONSULTANT will investigate three sources of information:
Generator reports through the Green Halo system
Diversion and disposal reports from the CITY’s approved C&D facilities
Landfills receiving non-contract discarded materials
Task 3.2 Document Diversion and Disposal through Green Halo and Approved C&D
Facilities In the last 12 months, the Green Halo system has documented an overall diversion rate of
89 percent. CONSULTANT will meet with the CITY’s C&D coordinator to better
understand the material flows and to obtain information about the disposition of the
reported disposal tons (approximately 2,600 tons in the last 12 months).
In addition to Zanker Materials Processing and Zanker Road Landfill, the CITY has
approved 20 other C&D processing sites. These facilities are authorized to handle source-
separated C&D materials, but likely also generate some processing residues. Should the
CITY already receive diversion and disposal reports from these facilities,
CONSULTANT will review these reports. Should the CITY not receive reports from these facilities, based on the Green Halo reports, CONSULTANT will identify the C&D
processors handling the most materials and contact them for information about disposal
tons attributed to Palo Alto generators.
Task 3.3. Identify Landfills that Receive C&D and Self-haul Discarded Materials from Palo Alto Generators CONSULTANT will document the amounts of discarded materials from Palo Alto
generators that were delivered to disposal facilities in 2016. CONSULTANT will work
closely with the CITY to identify potential candidate landfills for further research and
then contact key landfill personnel to document quantities and types of discarded
Professional Services Rev. April 27, 2016 16
materials (including special waste) that these facilities received from Palo Alto
generators.
CONSULTANT will begin its data collection effort by meeting with CITY staff to review C&D flows and processes and to initially identify candidate landfills for follow-up surveys. CONSULTANT will review the Disposal Reporting System (DRS) to
identify other landfills and disposal sites in the state that accept discarded originating in
Palo Alto. CONSULTANT will provide a final list for the CITY’s review and approval
prior to initiating any data collection contacts. Based on historical information, CONSULTANT anticipates contacting the following
landfills for non-contract discarded materials flows: Altamont, Ox Mountain and Hay
Road.
CONSULTANT will work with CITY staff to obtain more information about:
Processing residuals flows from GreenWaste to Monterey Regional and Potrero
Hills landfills
Self-haul tons delivered to the SMaRT Station (these are fairly well-understood
and were sampled for the 2012 Waste Characterization Study)
Self-haul tons from City operations
Task 3.4. Plan and Schedule Data Collection Contacts
To quantify the amounts of discarded materials from Palo Alto generators delivered to
local landfills, CONSULTANT will contact landfill personnel who are familiar with their
facility’s data management systems. To ensure the contacts are productive,
CONSULTANT first will develop an electronic interview guide for recording answers to key questions, including, at a minimum, questions to comprehensively cover the following
topics:
Current types of materials accepted for disposal and/or diversion.
Sectors (residential, commercial, industrial/institutional) from which the landfill receives material.
The amounts and types of materials by sector received from Palo Alto.
CONSULTANT is well-acquainted with landfill personnel at Altamont, Hay Road, Ox
Mountain and Monterey Regional and do not anticipate needed a letter from the CITY in order to obtain the information requested. However, if needed, CONSULTANT will
prepare a letter requesting participation and explaining the purpose of the study including
the CITY’s specific data needs. The letter will be drafted in coordination with the CITY
and ideally the CITY will send the letter, to ensure that landfills are responsive to the
request.
Task 3.5. Conduct Interviews
CONSULTANT will contact the selected facilities using the interview guide developed in
Task 3.4. To encourage candid discussion, CONSULTANT will assure participants that
any sensitive or proprietary facility-specific information will not be shared beyond the consultant team and will be reported only as aggregated findings.
Task 3.6. Summarize Findings
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Using data collected during the research in Task 3.2 through 3.5 CONSULTANT will
prepare a summary technical memo that includes the following information:
An identification of the source and flows of discarded material generated in Palo
Alto, with a particular emphasis on the C&D and self-haul loads.
A complete list of all landfills that reported receiving discarded materials from
Palo Alto.
The types and quantities of materials received by each of the facilities.
The type of customers/sectors delivering materials from Palo Alto.
Task 4 Developing New Waste Reduction, Reuse, and Recycling/Composting
Policy and Program Planning
Task 4.1. Meet with City Staff to Discuss Findings
An early task in planning for new policies and programs in waste reduction, reuse, and
recycling and composting will be to meet and confer with CITY staff to discuss the preliminary findings and to discuss the full range of policies, programs and infrastructure that staff is interested in evaluating. For this task, CONSULTANT will
develop a preliminary list of strategies and tactics for further research.
Task 4.2. Analyze Data from Targeted Waste Audits and C&D and Self-Haul Flows CONSULTANT will carefully analyze the data obtained from the targeted waste audits and C&D and self-haul flows. CONSULTANT’s goal will be to identify service
opportunities for enhancement of current programs and implementation of new
programs. For this task, CONSULTANT will develop a list of service opportunities for
further research. Task 4.3. Determine Palo Alto’s Capture Rate by Generator Sector
Using available data from CITY and GreenWaste, CONSULTANT will prepare a
capture rate analysis to determine the levels of diversion for each generator sector, single
family, multifamily, commercial front load, commercial roll-off, and C&D. This analysis will help us to understand the success of the current programs. While the
CITY’s overall diversion rate is 80 percent, it will be important to understand the
CITY’s measured diversion rate.
Task 4.4. Convene Stakeholder Groups CONSULTANT will work with CITY staff to identify the appropriate stakeholders for
the planning process, which could include: Zero Waste block leaders, property
managers, local builders, school site green team members, current or former members of
the Community Environmental Action Partnership, local environmental groups (Sierra
Club, Acterra), Chamber of Commerce or other business associations, faith organizations, hospitals, large commercial businesses and institutions (such as hospitals
and educational institutions), service providers, reuse organizations, community and
philanthropic organizations. Stakeholders could also include outside institutional or
municipal partners, such as Stanford, SLAC, Sunnyvale, Mountain View and other
nearby communities with high diversion or Zero Waste goals (San Jose, Santa Clara County, Menlo Park, San Carlos or San Mateo County).
Professional Services Rev. April 27, 2016 18
Task 4.5. Convene Targeted Focus Groups to Pinpoint Barriers to Recycling and
Composting
Based on the results of the targeted waste audits and non-contract waste assessments,
CONSULTANT will work with CITY staff to identify appropriate targets for these focus groups.
Task 4.6. Identify Strategies and Tactics for Maximizing Participation in Existing Zero
Waste Infrastructure
For this task, CONSULTANT will work with CITY staff, using the results from our stakeholder meetings and focus groups, to identify the strategies and tactics for maximizing participation in the CITY’s existing Zero Waste infrastructure.
Task 4.7. Identify Strategies and Tactics for Reducing Generation of Non-Recyclable,
Non-Compostable Materials For this task, CONSULTANT will work with CITY staff to identify the strategies and tactics for reducing the generation of these materials.
Task 4.8. Identify Strategies and Tactics for Maximizing Reduction in Overall Materials
Generation For this task, CONSULTANT will work with CITY staff to identify the strategies and tactics for maximizing reduction in overall materials generation.
Task 4.9. Review Technologies for Addressing Non-Recyclable, Non-Compostable
Materials For this task, CONSULTANT will identify other new technologies or other innovations for addressing materials that are not currently targeted for recycling or composting.
CONSULTANT will build on what has been learned from other jurisdictions and work
with CITY staff to identify promising technologies or innovations that could be
considered for future development. Task 4.10. Prepare Zero Waste Operational Plan
For this task, CONSULTANT will compile the information developed in tasks 4.1
through 4.9 into a stand-alone Zero Waste Programs and Policies report. After review
and comment by CITY staff, CONSULTANT recommends that this report be circulated to the CITY’s stakeholders for their review and comment. A revised version of the report will be incorporated into the Zero Waste Operational Plan. CONSULTANT will
compile all of the information from tasks 2 through 4 into a new Zero Waste Operational
Plan that will identify proposed policy and program costs, timing, materials diverted
(tons), and environmental impacts.
For this task, CONSULTANT will identify the planning level costs associated with each
of the proposed policy, program and facility initiatives and identify an appropriate
funding source for each initiative. CONSULTANT will estimate potential greenhouse
gas reductions based on diverted tons using the U.S. EPA Waste Reduction Model and
will estimate jobs creation potential using the methodology developed by the Institute for Local Self-Reliance.
Professional Services Rev. April 27, 2016 19
CONSULTANT will also develop an implementation plan, identifying all of the action
steps required to implement the Plan elements. The implementation plan will include an
estimate of staff time necessary for implementation along with the opportunities for
partnerships. The implementation plan will include a phasing schedule and diversion estimate by goal year and will serve as the “workbook” for CITY staff.
Task 5 Refuse Contracting Options Task 5.1. Meet with Staff to Outline Preliminary Options
For this task, CONSULTANT will meet with CITY staff to discuss each of the potential
options available to the City for collection, processing, and disposal. The CITY may
wish to explore scenarios that include the development of new collection and processing
capacity. Based discussions with CITY staff, CONSULTANT will prepare an outline of the preliminary options for evaluation. CONSULTANT will also explore the criteria that
the CITY would like to use to evaluate each of the scenarios.
These could include: cost, diversion potential, environmental impacts, community
impacts, greenhouse gas emissions reduction potential, ease of implementation, benefits to the local economy, and demonstrated ability to achieve desired results.
Task 5.2. Identify a Minimum of Three Possible Scenarios
For this task, CONSULTANT will analyze the impacts of implementing the new Zero
Waste policies and programs described in the Zero Waste Operational Plan. Based on the results of task 5.1, CONSULTANT will develop a minimum of three contracting
scenarios, these could include:
Status quo – continuing with the SMaRT Station partnership and GreenWaste
collection and processing contract
Conducting a full RFP process for new collection, processing and disposal
services
Continuing some existing services while procuring additional new services
CONSULTANT will document current regional plans and programs that could be made
available to CITY. CONSULTANT will also describe and evaluation new collection and
processing systems that CITY could procure. The results of this task will be documented
in the draft Contracting Options report.
Task 5.3 Prepare Draft Contracting Options Report
The draft Contracting Options report will fully describe each of the scenarios identified
in task 5.2 and will evaluate each scenario using the criteria identified by City staff in
task 5.1. A focus of this effort will be to use best available information and economic
and engineering expertise to fully evaluate each scenario. CONSULTANT anticipates conducting an economic analysis and greenhouse gas emissions reduction analysis for
each scenario, identifying the pros and cons of each scenario, and ranking each scenario
based on the evaluation criteria.
CONSULTANT will prepare a draft report for review and comment by CITY staff.
Task 5.4. Prepare Final Contracting Options Report
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Based on comments received from CITY staff, CONSULTANT will prepare final
Contract Options report. The final report will incorporate all comments and include
specific conclusions and recommendations (if appropriate). Based on the information
included in this report, CITY staff will be able to make a recommendation to the City Council for moving forward to the next stage of contract development.
Task 6 Contract Development and Support (Optional)
Task 6.1. Review and Analysis of Possible New Services and Contract Provisions for
Inclusion in the RFP
CONSULTANT will work with CITY staff to identify the possible new services and
contract provisions to be included in the RFP.
Task 6.2. Prepare RFP Documents
CONSULTANT will prepare RFP documents with the assistance of CITY staff. The
RFP documents will include a draft RFP and a draft agreement. CONSULTANT will
use the CITY’s existing Franchise Agreement as the base for preparation of the revised agreement, revise and update provisions from community outreach meetings and
analysis, as appropriate. CITY staff will review the draft RFP and agreement with the
City Attorney, then City Council, before issuing the RFP. The RFP will include
Communications and Process Integrity Guidelines to ensure that once the formal process
starts, proposers will have clear guidance about how the City expects them to participate in the proposal process to ensure there are no questions about the integrity of the
process.
CONSULTANT will prepare written criteria and a methodology to evaluate proposals and recommend award of the contracts for discussion with and approval by City staff.
CONSULTANT will draft the RFP incorporating recommended provisions for review
and approval by City staff. CONSULTANT will work with City staff to convene a peer
review panel of staff from other neighboring and comparable communities to review and comment on the draft RFP and service agreement.
Task 6.3. Attend Council Meeting(s) for RFP Approval
CONSULTANT will attend the Council meeting when the RFP is submitted for City
Council approval. If the Council requests changes, CONSULTANT will make those revisions and attend subsequent Council meetings. CITY staff will issue the RFP after it has been approved by the City Council.
Task 6.4. Assist with Conducting Mandatory Pre-Proposal Meeting(s) and Prepare RFP
Addenda CONSULTANT will assist CITY staff in conducting the mandatory pre-proposal
meeting with prospective proposers and preparing addenda to the RFP. The pre-proposal
meeting will provide CITY staff with the opportunity to review the RFP with
prospective proposers and respond to questions. CONSULTANT will prepare written responses to proposers’ questions before, during and after the pre-proposal meeting.
Professional Services Rev. April 27, 2016 21
CONSULTANT will prepare answers to all questions from potential service providers.
All responses to questions from potential service providers and addenda to the RFP that
may be required will be prepared by our team and approved by CITY staff. Task 6.5. Evaluate Proposals
CONSULTANT will provide CITY staff with the following assistance:
A. Evaluate and Rank Proposals: Using the criteria described in Task 6.2 above,
CONSULTANT will prepare documents evaluating each proposal for review by CITY staff, including reference check forms and evaluation forms, provide answers to specific questions or technical issues, and attend meeting(s) with CITY staff to discuss the
proposals, if needed.
B. Prepare Additional Information: CONSULTANT will coordinate with City staff,
as necessary, to prepare any additional information to evaluate proposals received from service providers. C. Prepare for and Evaluate On-Site Evaluations: CONSULTANT will prepare
questions for City staff to evaluate prior to conducting site evaluations at the proposers’
facilities for processing recyclables, organics and transfer for disposal to landfill.
CONSULTANT will evaluate information provided during on-site evaluations. D. Prepare Technical Analyses: CONSULTANT will compile technical analyses to verify that the proposer can comply with the performance specifications and criteria
during the contract term.
E. Evaluate Proposers’ Experience and Performance
CONSULTANT will evaluate: the qualifications and capabilities of project management team, relationships between the management team and corporate management, as well as internal controls; current and previous experience providing comparable services to
communities of similar size and customer base; implementation and administration of
complex solid waste collection systems, including equipment selection and route design;
demonstrated experience providing services to other jurisdictions without unscheduled requests for rate changes (especially with recent contracts), effective operation of residential and commercial solid waste collection services; cost-effective processing and
marketing of recyclable materials with demonstrated success in attaining the highest and
best uses for materials collected; experience developing and maintaining a website to
support the range of services provided by the franchisee; implementation of recycling services that achieve high participation levels and diversion rates, including incentives to increase diversion rates; demonstrated expertise in implementing and maintaining
customer service programs that provide customers with easy access to information and
the ability to make service level changes easily; demonstrated use of performance
measures and achievement of specific goals; previous experience successfully designing
and implementing services that transition to a new contract; demonstrated expertise in designing and maintaining data management systems to ensure accurate data collection,
analyses and reporting; references; and history and scope of litigation.
F. Analyze Financial Capability and Strength: CONSULTANT will evaluate
proposer’s financial statements, including a review of financial ratios, and proposer’s
ability to and plans for responding to fluctuations in recyclable material markets and for making needed start-up investments in equipment. CONSULTANT will also evaluate
the likelihood that the proposer will be able to maintain the proposed service fees.
Professional Services Rev. April 27, 2016 22
G. Evaluate Service Alternatives and Costs: CONSULTANT will confirm that the
costs described in proposals are consistent with the activities and work plans.
Task 6.6. Conduct Interviews with Proposers and Complete Reference Checks CONSULTANT will assist CITY with conducting interviews with qualified proposers. Such assistance will include preparing interview questions, conducting the interviews,
summarizing the results of the interviews, and preparing any follow-up questions to the
proposers invited to interviews. CONSULTANT will also obtain completed reference
checks from those identified by proposers. Task 6.7. Complete Evaluation of Proposals
CONSULTANT will assist CITY staff in completing evaluation of proposals by
including any additional information requested by CITY, compiling scoring sheets and
compiling the scoring results. CONSULTANT will prepare a summary of the proposal process, proposals received, the evaluation process, and the ranking of the proposals. Working with the City’s evaluation team and using the established criteria,
CONSULTANT will review and prioritize the proposals and will seek clarification form
the proposers as needed. If the criteria are weighted, CONSULTANT will prepare a
preliminary ranking of the qualified proposals. During this task, CONSULTANT will prepare evaluation materials and analyze the cost proposals. CONSULTANT assumes one meeting during this task with the City’s evaluation team to compare evaluation
notes and scorings.
Task 6.8. Assist in Preparing Final Agreement CONSULTANT will provide City staff with the following assistance: A. Support During Negotiations: CONSULTANT will prepare a list of any
outstanding services or costs issues that require negotiation with the top-ranked proposer
to clarify proposals, complete the final agreement and ensure that the service fees are
appropriate for the services that will be provided. B. Prepare Final Agreement: CONSULTANT will prepare the service agreement based on negotiations conducted, proposed service fees, final work plans and exhibits.
CONSULTANT has budgeted up to a total of 40 hours for negotiations assistance and
an additional 40 hours for finalizing the agreement and participating in the City Council
selection meeting. CONSULTANT recognizes that if negotiations are more complex than anticipated and the City requires more technical assistance, this budget would need to be increased.
C. Attend City Council Meeting(s): CONSULTANT will assist staff by preparing
documents for presentation to the City Council summarizing the negotiations and the
recommendation to execute service agreements with the service provider selected. If
Council requests additional information before acting, CONSULTANT will assist staff in preparing that additional material and attending subsequent Council meeting(s).
Task 7 Environmental Documentation Support (Optional)
Task 7.1 Prepare Project Description
Upon request of CITY, CONSULTANT will prepare the draft Project Description for review and comment by CITY staff. The project description will include discussions of
Professional Services Rev. April 27, 2016 23
the following: 1) the project’s regional and local location; 2) project objectives and
goals; 3) project characteristics, including new policies, programs and infrastructure; and
4) required discretionary actions. Upon receipt of the CITY’s comments on the
administrative draft project description, CONSULTANT will revise the project description and resubmit for final approval before beginning the analysis.
Task 7.2 Draft Initial Study and Negative Declaration
Using the approved project description, CONSULTANT will prepare an Administrative
Draft Initial Study (IS) and Negative Declaration (ND), Mitigated Negative Declaration (MND) or other CEQA document as determined by the City’s Department of Planning and Community Environment (Planning Department) for the Planning Department’s
review. If through preparation of the IS, it is determined that there is a potential for a
significant impact that cannot be mitigated, the IS determination will state that an EIR is
required. If it is determined that there is no potential for a significant impact that cannot be mitigated, CONSULTANT will incorporate the City’s comments on the Administrative Draft of the CEQA document (i.e., IS/ND or IS/MND) and provide a
Screencheck Draft for approval by City’s Planning Department. Following approval of
the Screencheck Draft, CONSULTANT will prepare a final CEQA document for public
review and publication. CONSULTANT will prepare the Notice of Completion (NOC) and Notice of Intent to Adopt the CEQA document (NOI) with the Draft CEQA document and will distribute the Draft CEQA document to interested parties and
agencies including the State Clearinghouse and other applicable regional and local
agencies. CONSULTANT will distribute the NOI to the Santa Clara County Clerk for
posting. The IS and CEQA document (i.e., IS/ND or IS/MND) will address all CEQA
Environmental Checklist topics, including Aesthetics, Agricultural Resources, Air
Quality, Biological Resources, Cultural Resources, Geology and Soils, Greenhouse Gas
Emissions, Hazards and Hazards Materials, Hydrology and Water Quality, Land Use and Planning, Mineral Resources, Population and Housing, Public Services, Recreation, Transportation/Traffic, and Utilities and Service Systems.
Task 7.3 Public Hearings on Draft Initial Study and Negative Declaration
CONSULTANT will present the findings of the Draft CEQA document at public hearings during the 30- day review period before the City of Palo Alto Planning Commission and City Council. This scope and budget includes one (1) hearing before
the City of Palo Alto Planning Commission and one (1) hearing before City Council
during the public review period.
Task 7.4 Response to Comments and Final CEQA Document CONSULTANT will prepare responses to written and oral comments received on the
Draft CEQA document and will prepare revisions to the Draft CEQA document
resulting from comments.
Task 7.5 Attend Public Hearings/Noticing
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CONSULTANT will attend one (1) Planning Commission hearing and one (1) City
Council hearing related to adoption of the CEQA document. Upon request of CITY,
CONSULTANT will attend other meetings.
CONSULTANT will prepare and file the Notice of Determination (NOD) with State Clearinghouse. It is assumed that all filing fees, including the California Department of
Fish and Wildlife fee, will be paid to the Santa Clara County Clerk via a check provided
by the City and is not included as part of the proposed budget.
Task 8 Special Technical Studies (Optional)
Task 8.1. Greenhouse Gas Emissions Analysis CONSULTANT will perform special studies to analyze specific environmental benefits/impacts of a program or policy. CONSULTANT will prepare a detailed analysis
of greenhouse gas emissions associated with the Zero Waste Operational Plan or refuse
collection options or procurement using the U.S. EPA Waste Assessment Model.
Task 8.2. Refuse Rate Survey CONSULTANT will investigate and compare refuse rates and costs among cities.
CONSULTANT will survey up to 10 comparable jurisdictions and document current
rates for collection and processing.
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Professional Services Rev. April 27, 2016 26
EXHIBIT “B” SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the project managers for CONSULTANT and CITY
so long as all work is completed within the term of the Agreement. CONSULTANT shall
provide a detailed schedule of work consistent with the schedule below within two (2) weeks of
receipt of the notice to proceed (NTP). For Optional Tasks, CITY will issue a separate NTP; should CITY issue a NTP for such tasks, CONSULTANT shall provide a detailed schedule of work consistent within two (2) weeks of receipt of the NTP.
Milestones No. of Days/Weeks Completion from NTP
Task 1 Project Coordination and Administration 150 weeks Continuous through June 2021
Task 2 Waste Characterization 25 weeks Within 6 months from NTP
Task 3 Analysis of Non-contract Waste Flows 12 weeks December 2017
Task 4 Developing New Policy and Program
Planning
25 weeks June 2018
Task 5 Refuse Contracting Options 25 weeks June 2018
Task 6 Contract Development and Support
(Optional)
75 weeks June 2021
Task 7 Environmental Documentation Support (Optional) 25 weeks June 2021
Task 8 Special Technical Studies (Optional) TBD As needed
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EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed
in accordance with the terms and conditions of this Agreement, and as set forth in the
budget schedule below. Compensation shall be calculated based on the hourly rate
schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget
amounts between any of the tasks or categories listed below provided the total compensation for Basic Services, including reimbursable expenses, and the total
compensation for Additional Services do not exceed the amounts set forth in Section 4 of
this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 Project Coordination and Administration $11,880 (annually) $35,640
(total)
Task 2 Waste Characterization $110,700 (includes $3,900 in
reimbursable expenses)
Task 3 Analysis of Non-contract Waste Flows $19,000
Task 4 Developing New Policy and Program Planning $88,220
Task 5 Refuse Contracting Options $45,080
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Sub-total Basic Services $304,640
Reimbursable Expenses $0
Total Basic Services and Reimbursable expenses $304,640
Additional Services (Not to Exceed) $0
Task 6 Contract Development and Support (Optional) $159,280
Task 7 Environmental Documentation Support
(Optional)
$23,128
Task 8 Special Technical Studies (Optional) $17,968
Maximum Total Compensation $499,016
REIMBURSABLE EXPENSES The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are
included within the scope of payment for services and are not reimbursable expenses.
CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost.
Expenses for which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of
travel and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense anticipated to be more than $250.00 shall be approved in advance by the CITY’s project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s
request, shall submit a detailed written proposal including a description of the scope of
services, schedule, level of effort, and CONSULTANT’s proposed maximum
compensation, including reimbursable expense, for such services based on the rates set
forth in Exhibit C-1. The additional services scope, schedule and maximum compensation shall be negotiated and agreed to in writing by the CITY’s Project
Manager and CONSULTANT prior to commencement of the services. Payment for
additional services is subject to all requirements and restrictions in this Agreement
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EXHIBIT “C-1” SCHEDULE OF RATES
Zero Waste Planning Support
TEAM MEMBER ZERO WASTE PLANNING SUPPORT HOURLY RATES
Ruth Abbe Project Manager $165
Richard Anthony
Project Advisor, Zero Waste Policy & Program Analysis $125
Jessica Coe Task Leader, Materials Characterization & Flow Analysis $145
Dieter Eckels Project Analyst, Materials Characterization & Flow
Analysis
$183
Gary Liss Task Leader, Zero Waste Policy & Program Analysis $125
Kevin McCarthy Project Analyst, Financial Analysis $190
Tim Raibley Project Advisor, Facility Analysis $297
Charlie Scott Project Advisor, Materials Characterization & Flow Analysis $250
Portia Sinnott
Project Analyst, Zero Waste Policy & Program Analysis/
Waste Characterization & Flow Analysis
$125
Lisa Skumatz Project Advisor, Economic Analysis $135
Project Assistant Support to Materials Characterization & Flow Analysis $95
Field Crew Waste Sampling $6,100 per day
Zero Waste Contracting Support
TEAM MEMBER ZERO WASTE CONTRACTING SUPPORT HOURLY RATES Ruth Abbe Project Manager $165
Emily Ginsburg Project Analyst, Contract Options Analysis & Contract Development $145
Kevin McCarthy Task Leader, Contract Options Analysis $190
Garth Schultz Task Leader, Contract Development $205
Richard Tagore-Erwin Project Advisor, Contract Options Analysis & Contract Development $205
Tim Raibley Project Advisor, Processing Facility Procurement $297
Andrea Ramirez Project Engineer, Processing Facility Procurement $142
Environmental Documentation & Special Technical Studies
TEAM MEMBER ENVIRONMENTAL DOCUMENTATION
& SPECIAL TECHNICAL STUDIES
HOURLY RATES
Ruth Abbe Project Manager $165
Emily Ginsburg Task Leader, Refuse Rate Survey Development $145
Andrea Ramirez
Task Leader, Environmental Documentation/Greenhouse
Gas Emission Analysis
$142
Michael Santulli Project Analyst, Refuse Rate Survey/Environmental
Documentation
$75
Lisa Skumatz Project Advisor, Community-based Social Marketing $135
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EXHIBIT “D” INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY
YES
GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL LIABILITY
BODILY INJURY PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE COMBINED.
$1,000,000 $1,000,000
$1,000,000
$1,000,000 $1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED
BODILY INJURY
- EACH PERSON - EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY DAMAGE, COMBINED
$1,000,000
$1,000,000 $1,000,000 $1,000,000 $1,000,000
$1,000,000
$1,000,000 $1,000,000 $1,000,000 $1,000,000
YES
PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL. II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT
THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
Professional Services Rev. April 27, 2016 31
B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY
SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE AND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL:
HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569
OR
HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP