REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 17, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Solid Waste Management
SUBJECT
Title
Amendment to Contract with HF&H Consultants, LLC for Solid Waste Consulting Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 20-299 with HF&H Consultants, LLC, for solid waste consulting services, to increase the contract amount by $200,000, from $875,000 to $1,075,000, and exercise the first option to extend the contract period by one-year, for a new total contract period of July 1, 2020, through June 30, 2026.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost) as the Department of Public Works - Solid Waste Management Division (SWMD) is financed by fee revenue. SWMD establishes fees that are charged to the public and other agencies for utilization of the County’s Waste Disposal System. The proposed Amendment No. 1 (Amendment) to Contract No. 20-299 (Contract) for an additional $200,000 to the Contract is projected to be spent as follows: $25,000 additional funds to be spent during the 2024-25 fiscal year and $175,000 to be spent during the 2025-26 fiscal year. The consultant may exceed these annual amounts, if necessary, to complete the assigned tasks, with a total not-to-exceed amount of $1,075,000 in the six-year contract period. Sufficient appropriation and revenue are included in SWMD’s 2024-25 budget and will be included in the 2025-26 recommended budget.
BACKGROUND INFORMATION
HF&H Consultants, LLC (HF&H) is currently providing solid waste consulting services for SWMD under the Contract, approved by the Board of Supervisors on May 19, 2020 (Item No. 71). The Contract will expire on June 30, 2025; however, the Contract includes an option to extend the Contract for two additional one-year periods. SWMD is requesting the approval to exercise the option to extend the Contract for an additional one-year period due to the need of consultant services regarding ongoing State mandated regulations and analyses. Due to a low amount of funds remaining in the current Contract, SWMD is also requesting to add an additional $200,000 to the Contract amount.
Approval of this Amendment to the Contract will allow HF&H to continue to assist SWMD with various financial and strategic analyses of the County’s solid waste disposal system, such as: franchise hauler agreement negotiations to comply with State mandated regulations associated with solid waste handling service programs; developing plans to assist the County with complying with State mandated regulations; annual calculation and rate schedule development for collection services provided in the unincorporated areas; audits of disposal tonnage, billings, and fees; assistance with other waste agreements; financial advisory analysis and support; and other solid waste analysis services.
Specifically, SWMD is recommending the approval of the Amendment, to facilitate analysis for critical initiatives such as:
• Ongoing impacts of legislation on the waste management system, such as California Senate Bill (SB) 1383 that includes residential organics recycling and a statewide goal of reducing organic waste disposal by 75% by 2025, as well as California SB 54 that will include new guidelines of what products are considered recyclable or compostable and a statewide goal of recycling 65% of single-use plastic packaging and food service ware by 2032;
• Ongoing rate structures and market analysis; and
• Financial advisory analysis and support.
This recommended action supports the County and the Chief Executive Officer’s goals and objectives of operating in a fiscally responsible and business-like manner by continuing to analyze the dynamic waste disposal and recycling marketplace and rapidly changing regulatory environment to ensure that the County’s rates are competitive and reflect the true cost of providing solid waste services, as well as ensuring that the County is in compliance with State mandated regulations and programs.
PROCUREMENT
SWMD recommends exercising the first of the two one-year contract extensions to allow the department to conduct an open procurement process for these solid waste services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Jolena Grider, Deputy County Counsel, 387-5455) on November 14, 2024; Purchasing (Michael Candelaria, Lead Buyer, 387-8258) on November 15, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on November 25, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on December 3, 2024.