Title
a. Approve Amendment No. 1 to Agreement No. A-15018, Multi-Year Agreement #3200*5442, with Smith & Enright Landscaping, Inc. to provide services for the Litter Abatement Program to address illegal dumping of household, commercial and industrial waste items on County roads and public lands pursuant to Request for Proposals #10774, to: update the Pricing Schedule effective November 1, 2023, extend the expiration date for 1 additional year through October 31, 2024, for a revised term from November 1, 2020 to October 31, 2024, with the option to extend the term for 1 additional 1-year period, and increase not to exceed maximum by $250,000 to a total of $1,000,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 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. 1 to Agreement No. A-15018, Multi-Year Agreement #3200*5442, with Smith & Enright Landscaping, Inc. to provide services for the Litter Abatement Program to address illegal dumping of household, commercial and industrial waste items on County roads and public lands pursuant to Request for Proposals #10774, to: update the Pricing Schedule effective November 1, 2023, extend the expiration date for 1 additional year through October 31, 2024, for a revised term from November 1, 2020 to October 31, 2024, with the option to extend the term for 1 additional 1-year period, and increase not to exceed maximum by $250,000 to a total of $1,000,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 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. 1 (Attachment A) to Standard Agreement (SA) No. A-15018 with Smith & Enright Landscaping, Inc. (Smith & Enright) to: update the provisions of the SA, update the Pricing Schedule effective November 1, 2023, extend the expiration date for 1 additional year through October 31, 2024, for a revised term from November 1, 2020 to October 31, 2024, with the option to extend the term for 1 additional 1 year period, and increase not to exceed maximum by $250,000 to a total of $1,000,000, 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 Monterey 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. Annually, the Program removes 150-200 tons of household and industrial materials from County roadways and operates 7 days a week.
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 (MRWMD), and contractor(s) with multiple components. EHB and PWFP will work with SVSWA, MRWMD 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.
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. On October 27, 2020, the Board of Supervisors approved SA No. A-15018 (Attachment B) with Smith & Enright in the amount of $750,000 to provide services for a term through October 31, 2023, with the option to extend the SA for 2 additional 1-year period(s).
PWFP has a need for continued services for the Program and staff recommends that the Board of Supervisors approve the proposed Amendment No. 1 (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 Monterey County. Amendment No. 1 will update the provisions of the SA, update the Pricing Schedule effective November 1, 2023, extend the expiration date for 1 additional year through October 31, 2024, for a revised term from November 1, 2020 to October 31, 2024, with the option to extend the term for 1 additional 1-year period, and increase not to exceed maximum of $750,000 by $250,000 to a total of $1,000,000.
Attachments B and C, provided for reference, include the SA and a summary of the SA annual expenditures and balance to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 1 as to form, and fiscal provisions, respectively. The Program is a planned cooperative effort among PWFP, EHB, SVSWA and MRWMD and contractor(s) with multiple components. In addition to the proposed Amendment No. 1 to the SA with Smith & Enright, the Program includes coordinated efforts with contractors such as Waste Management, Inc.
FINANCING:
Costs associated with Amendment No. 1 to the SA are anticipated to be incurred over the next 2 fiscal years (FY): 2023-24 and 2024-25 through October 31, 2024, with the option to extend the term for 1 additional 1-year period. The FY 2023-24 Litter Abatement Program Adopted Budget includes a general fund contribution of $125,000 for providing base services and an additional $100,000 is budgeted from the Transient Occupancy Tax (TOT) allocation, Road Fund Adopted Budget, Fund 002, Appropriation PFP004. Matching contributions from Memorandum of Understandings (MOUs) with the SVSWA (Agreement No. A-16366) in the amount of $100,000 and the MRWMD (Agreement No. A-16365) in the amount of $25,000, respectively provide additional funding that will be devoted to this SA. The remaining projected $25,000 cost will be addressed with existing resources from within the Adopted Litter Control Appropriation PFP002 Budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives for Health and Human Services and Public Safety and enables PWFP to complete essential public services relating to litter abatement and clean up.
__ Economic Development
__ Administration
X Health and Human Services
__ Infrastructure
X Public Safety
Prepared by: Shawn Atkins, Maintenance Manager, (831) 755-4929
Dalia Mariscal-Martinez, Management Analyst III
Reviewed by: Enrique Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Proposed Amendment No. 1 to SA
Attachment B - SA
Attachment C - Summary of SA Annual Expenditures and Balance