REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT
AND RECORD OF ACTION
July 28, 2020
FROM
DAN MUNSEY, Fire Chief/Fire Warden, San Bernardino County Fire Protection District
SUBJECT
Title v
Amendment to Revenue Contract for the Disposal of Electronic Waste with Gold’n West Surplus
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of the San Bernardino County Fire Protection District, approve Amendment No. 1 to Revenue Agreement 19-424 with Gold’n West Surplus that retroactively extends the contract for electronic waste disposition services an additional three months (from July 1, 2020 through September 30, 2020) and provides the Fire Chief with authority to terminate the agreement before the end of the extended term.
(Presenter: Dan Munsey, Fire Chief/Fire Warden, 387-5779)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). In accordance with this amendment, Gold’n West Surplus will continue to reimburse San Bernardino County Fire Protection District (SBCFPD) for the provision of electronic waste (E-Waste) disposition services at the rate of $.15 per pound for Cathode Ray Tubes/LCD screens and at no cost/reimbursement for all other E-Waste. Based on the actual amount received from this contractor in 2019-20, SBCFPD is estimating reimbursements of approximately $3,200 per month during this contract extension period. Revenue pertaining to this agreement is included in SBCFPD’s 2020-21 budget.
BACKGROUND INFORMATION
SBCFPD operates a Regional Household Hazardous Waste Collection Program (Program) throughout San Bernardino County that includes one San Bernardino Central Processing Facility, 13 satellite permanent HHW collection facilities, one Antifreeze, Batteries, Oil and Latex Paint (ABOP) facility, and six one-day collection events held in both the cities and county unincorporated areas. All household hazardous waste (HHW) generated from these collection facilities and one-day collection events is consolidated at the Program’s central facility located at the San Bernardino International Airport. At this facility, waste and recyclable materials are packaged by HHW staff using Federal Department of Transportation approved containers and prepared for transportation to recycling/disposal facilities located outside California.
Since SBCFPD does not have the capability for recycling HHW E-wastes, the Board of Directors (Board), on June 25, 2019 (Item No. 65), approved Agreement No. 19-421 with Gold’n West Surplus for E-Waste disposition services from July 1, 2019 through June 30, 2020. In accordance with this agreement, Gold’n West Surplus provides reimbursement to SBCFPD for Cathode Ray Tubes/LCD screens collected and disposed of by this contractor. All other E-Waste is collected and properly disposed of by Gold’n West Surplus at no cost/reimbursement.
The recommended Amendment No. 1 to Revenue Agreement No. 19-424 extends the contract term by an additional three months (from July 1, 2020 to September 30, 2020). More specifically, since SBCFPD does not have the capability for recycling E-Waste, Gold‘n West has agreed to continue providing this service until a new vendor, as selected from a Request for Proposals (RFP) process, would be able to assume the recycling operations. This amendment is retroactive to July 1, 2020 because of a misunderstanding surrounding the need to a have a contract in place with Gold’n West Surplus for this extended period due to the services being provided at no charge to SBCFPD. SBCFPD has taken the appropriate measures, such as maintaining proper communication with all applicable departments and vendors, to prevent the need for retroactive contracts occurring in the future.
Amendment No. 1 also provides the Fire Chief with authority to terminate the agreement before the end of the extended term, during the period of September 1, 2020 through September 30, 2020, by providing Gold’n West Surplus with one day advance notice. This delegation of authority is necessary as the Board may approve a contract with a different vendor for the same services before the extended term expires.
Continuing to contract with Gold ‘n West Surplus for the subject services will provide for the safety of County residents by ensuring that the compliant disposal of electronic waste is occurring in the County of San Bernardino. All other provisions of Agreement No. 19-424 shall remain the same.
PROCUREMENT
On April 30, 2020, SBCFPD released an informal RFP to obtain bids for the pick-up and disposal of E-Waste. The RFP closed on May 30, 2020, with two vendors submitting responses. Gold’n West Surplus was not one of those two vendors.
The three-month extension of Revenue Agreement 19-424 with Gold’n West Surplus allows SBCFPD sufficient time to:
• Complete contract negotiations with the new vendor for E-Waste disposal services.
• Submit the finalized contract to the Board for its consideration and approval.
• Provide the State of California with notice of SBCFPD’s new vendor for these services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Scott Runyan, Deputy County Counsel, 387-5455) on July 10, 2020; Finance (Tom Forster, Administrative Analyst, 387-4635) on July 10, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on July 13, 2020.