Title
a. Approve Amendment No. 3 to Standard Agreement No. A-15018, Multi-Year Agreement #3200*5442, with Smith & Enright Landscaping, Inc. to continue to provide services for the Litter Abatement Program, Request for Proposals #10774, to extend the expiration for six additional months through April 30, 2026, for a revised term from November 1, 2020 to April 30, 2026, and increase not to exceed maximum by $250,000 to a total of $1,250,000; and
b. Authorize the Chief Contracts and Procurement Officer or their designee to execute Amendment No. 3 to Agreement No. A-15018 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 3 to Standard Agreement No. A-15018, Multi-Year Agreement #3200*5442, with Smith & Enright Landscaping, Inc. to continue to provide services for the Litter Abatement Program, Request for Proposals #10774, to extend the expiration for six additional months through April 30, 2026, for a revised term from November 1, 2020 to April 30, 2026, and increase not to exceed maximum by $250,000 to a total of $1,250,000; and
b. Authorize the Chief Contracts and Procurement Officer or their designee to execute Amendment No. 3 to Agreement No. A-15018 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY:
The recommended actions would allow for the approval of Amendment No. 3 (Attachment A) to Standard Agreement (SA) No. A-15018 with Smith & Enright Landscaping, Inc. (Smith & Enright) to update various provisions, extend the expiration date, and increase the not to exceed amount to allow for continued services for the Litter Abatement Program (Program) to address illegal dumping of household, commercial and industrial waste items on County roads and public lands, including but not limited to waste collection and illegal dumping mitigation throughout the County and extraordinary services such as the collection and disposal of homeless encampment debris.
DISCUSSION:
The County of Monterey (County) operates the Program, which provides for the collection and disposal of litter, debris, and materials dumped illegally along County roads and public rights-of-way and on public lands. The Program operates seven days a week and removes 400-500 tons of household and industrial materials from County roadways each year.
The Program is a partnership between the County’s Department of Public Works, Facilities and Parks (PWFP) and County Health Department’s Environmental Health Bureau (EHB), Salinas Valley Solid Waste Authority (SVSWA), Monterey Regional Waste Management District dba ReGen Monterey (ReGen), and contractor(s) with multiple components. EHB and PWFP will work with SVSWA, ReGen and Smith & Enright to provide more frequent community cleanup days County-wide. EHB and PWFP will also work with the Program partners and contractor(s) to provide for additional cleanup events and expanded road cleanup services.
In October, 2020, Smith & Enright was selected for their expertise and capabilities necessary to provide the required professional partnership services to assist with litter abatement and pick-up, under a competitive selection process in accordance with County policies and State laws under Request for Proposals (RFP) #10774.
PWFP has a need for continued services for the Program and staff recommends that the Board of Supervisors (Board) approve the proposed Amendment No. 3 (Attachment A) to the SA with Smith & Enright to continue to provide services for the Program to address illegal dumping of household, commercial and industrial waste items on County roads and public lands, including but not limited to waste collection and illegal dumping mitigation throughout the County, and further allow for extraordinary services such as the collection and disposal of homeless encampment debris.
Amendment No. 3 will update various provisions of the SA, extend the expiration date for six additional months from October 31, 2025 through April 30, 2026, for a revised term from November 1, 2020 to April 30, 2026, which is six months beyond the original anticipated five-year Agreement term allowed per RFP #10774, and increase not to exceed maximum of $1,000,000 by $250,000 to a total of $1,250,000. The six-month extension will afford County staff time to procure these services under a new RFP prior to the expiration of the proposed Amendment No. 3. The new RFP has been drafted and is currently under review.
Attachments B, C, D and E, provided for reference, include the SA, Amendments No. 1 and 2 to the SA, and a summary of the SA and annual expenditures and balance to date.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 3 as to form, and fiscal provisions, respectively. The Program is a planned cooperative effort among PWFP, EHB, SVSWA and ReGen and contractor(s) with multiple components. In addition, the Program includes coordinated efforts with contractors such as Waste Management, Inc.
FINANCING:
The FY 2025-26 Adopted Budget for Litter Abatement, Fund 001, Appropriation Unit PFP002 includes $225,000 in appropriations for this SA. Funding is provided from Memorandum of Understandings (MOUs) with SVSWA and ReGen totaling $125,000 and Transient Occupancy Tax in the amount of $100,000.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
The recommended action supports the Board’s Strategic Plan Goals by enabling PWFP to continue essential litter abatement and cleanup services that promote a clean, safe, and well-maintained County. With only two Litter Guards and limited support from the Work Alternatives Program, PWFP depends on Smith & Enright’s weekly assistance to remove litter and illegal dumps, helping prevent roadway dumping and enhance public safety.
_x_ Well-Being and Quality of Life
_x_ Sustainable Infrastructure for the Present and Future
___ Safe and Resilient Communities
___ Diverse and Thriving Economy
Prepared by: Jesus P. Mercado, Bridge Superintendent, (831) 755-4884
Dalia Mariscal-Martinez, Management Analyst III, (831) 755-8966
Reviewed by: John Coffman, Road Maintenance Superintendent, (831) 755-4926
Enrique Saavedra, PE, Chief of Public Works, (831) 755-8970
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities
and Parks, (831) 784-5647
The following attachments are on file with the Clerk of the Board:
Attachment A - Proposed Amendment No. 3 to SA
Attachment B - Amendment No. 2 to SA
Attachment C - Amendment No. 1 to SA
Attachment D - SA
Attachment E - Summary of SA and Annual Expenditures and Balance