HomeMy WebLinkAboutItem 11l - Change Order for Hazardous Waste CollectionChange Order for Hazardous Waste Collection
July 16, 2024
Page 1 of 3
DATE: July 16, 2024
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Janessa Kalanjian, Management Analyst
SUBJECT: CHANGE ORDER TO INCREASE THE PURCHASE ORDER WITH
WASTE MANAGEMENT FOR HAZARDOUS WASTE COLLECTION IN
THE AMOUNT OF $8,184.96
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for the management and
proper disposal of miscellaneous hazardous materials generated by City facilities or
otherwise collected by the City. As part of the Residential Refuse and Recycling
Agreement with the City, Waste Management provides hazardous waste collection from
the hazardous waste storage shed located at the Public Works Yard. Due to an unusually
high number of items in the shed, the annual Waste Management invoice for Fiscal Year
2023-24 exceeded the Waste Management purchase order amount by $8,184.96. Since
the total cost of collection for the items in the shed now exceeds $30,000, the Change
Order requires City Council approval.
For these reasons, it is recommended that the City Council approve a Change Order to
increase the Purchase Order with Waste Management for hazardous waste collection, in
the amount of $8,184.96.
BACKGROUND
The PWSD maintains a “Hazardous Waste Shed” to store items such as paint cans,
fluorescent light bulbs, and other items that are considered hazardous waste. Items in the
shed are collected from various City facilities and are removed once a year through a
special collection by Waste Management. The shed is not used to collect or store
Household Hazardous Waste from residents, as these items are collected and billed
directly to residents through a separate program called “Waste Management At Your
Door”. Through this program, Waste Management collects hazardous waste directly from
residents, and the City is billed separately for its Hazardous Waste Shed pick up.
Change Order for Hazardous Waste Collection
July 16, 2024
Page 2 of 3
DISCUSSION
The PWSD budgets $24,000 annually for the collection of items in the Hazardous Waste
Shed. While the amount of hazardous waste collected is unpredictable, the budget has
been sufficient in years past. Due to an unusually high number of items in the shed, the
original quote for collection in FY 2023-24 exceeded the annual purchase order. The shed
had reached capacity with a variety of items ranging from various chemicals and paint to
flares and old signage, which contained radioactive material. PWSD researched
alternative lower-cost options for disposal of these items and was able to identify a
regional paint pick up program that provides paint disposal at no charge. Staff also
determined that the manufacturer of the signs with radioactive material would dispose of
the signs for a significantly lower cost.
By finding alternative methods for the safe disposal of these hazardous items, the PWSD
was able to significantly reduce its costs. However, even after the alternative disposal
methods were used, the remaining items to be picked up by Waste Management cost an
additional $8,184.96, bringing the total cost for hazardous waste disposal from the shed
to $32,184.96. With total costs now exceeding $30,000, the increase requires a change
to the Purchase Order with Waste Management and City Council approval. It is
recommended that the City Council approve a Change Order to increase the Purchase
Order with Waste Management for hazardous waste collection, in the amount of
$8,184.96.
ENVIRONMENTAL ANLYSIS
The proposed action does not constitute a project under Section 15061(b)(3) of the
California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it
will have no impact on the environment.
FISCAL IMPACT
An additional $8,184.96 is being requested. Sufficient funds remain in the Fiscal Year
2023-24 PWSD Operating Budget to cover these costs. The PWSD has increased the
budget for hazardous waste disposal in future budget years and will explore additional
collection programs that may offer cost-effective solutions.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project under the California Environmental Quality Act (“CEQA”); and approve a Change
Order to increase the Purchase Order with Waste Management for hazardous waste
collection in the amount of $8,184.96.
Change Order for Hazardous Waste Collection
July 16, 2024
Page 3 of 3