REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
March 10, 2020
FROM
BRENDON BIGGS, Interim Director, Department of Public Works - Solid Waste Management
SUBJECT
Title
Amendment to Contract with Robertson’s Ready Mix, LTD/RRM Properties, LTD
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 7 to Contract No. 02-1246 with Robertson’s Ready Mix Ltd./RRM Properties Ltd. (Robertson’s) to allow Robertson’s to provide unprocessed soil material at no cost to the County and use of their leased space to allow the County to process the soil material on-site at the Mid-Valley Sanitary Landfill.
(Presenter: Brendon Biggs, Interim 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. Approval of this amendment allows for the County to obtain soil material at no cost, and no additional funds shall be allocated to the contract.
BACKGROUND INFORMATION
This amendment will allow the County to obtain soil material from Robertson’s, at no cost, that is needed for the construction of the Final Closure Cover at the Colton Sanitary Landfill (CSL); and allow for the County to process the material on-site on Unit 5 of the Mid-Valley Sanitary Landfill (MVSL). This action supports the goals and objectives of operating in a fiscally responsible and business-like manner by ensuring the County is able to perform the regulatory required closure activities of the CSL.
On December 3, 2002 (Item No. 26), the Board of Supervisors (Board) directed the Clerk of the Board to assign a County Contract Number (Contract No. 02-1246) to the sand and gravel contract between the County and Robertson’s, to replace Contract No. 95-834, which was originally entered into between Norcal and Robertson’s, and approved Amendment No. 1 for the purchase of clay lining material. The County assumed the rights and obligations of Norcal in the agreement when Norcal ceased operating the County’s landfill system in 2001.
In the 19 years since the County assumed the rights and obligations of the agreement, the Board has approved six amendments to reflect the purchase of clay lining material, payment by Robertson’s for a portion of the cost related to drying clay material delivered by Robertson’s, providing additional clay lining material for landfill expansion projects, relocation and stockpiling of final closure material, adjusting the mining schedule and temporary suspension of a portion of the aggregate royalty payment to the County, and updating the completion date for the excavation of the Unit 4 expansion area.
|
Amendment No. |
Approval Date |
Item No. |
|
1 |
December 3, 2002 |
26 |
|
2 |
August 5, 2003 |
16 |
|
3 |
October 21, 2003 |
20 |
|
4 |
October 31, 2006 |
28 |
|
5 |
June 7, 2011 |
52 |
|
6 |
December 16, 2014 |
52 |
On October 22, 2019 (Item No. 25), the Board authorized the Director of Public Works to give written notice to Robertson’s that the County is exercising its first option under the Contract to extend the term five additional years to May 18, 2025.
In 2014, the County updated, and the Santa Ana Regional Water Quality Control Board approved, the Final Closure / Post Closure Maintenance Plan (Plan) for the CSL. The Plan designated the MVSL as the source for the final cover material. The County engaged with Robertson’s to secure the necessary material for this construction work.
The parties agree that Robertson’s will provide sufficient raw material that, after processing, will result in approximately 600,000 cubic yards of material at no cost to the County. Robertson’s will also provide adequate space on Unit 5 at the MVSL for the County to safely obtain and process the raw stockpiled material and stockpile the resulting product and by-products until they are hauled off-site by the County. Robertson’s shall retain ownership of all materials not removed from the MVSL site at the conclusion of the CSL Final Closure Construction project. It is anticipated that the Final Closure Construction Project will be completed in 2023.
All other terms and conditions of the Contract shall remain in full force and effect. This Amendment will not change the total Contract amount.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Julie J. Surber, Principal Assistant County Counsel, 387-5455) on December 5, 2019; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on December 5, 2019; Finance (Monique Amis, Administrative Analyst, 387-4222) on December 12, 2019; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on December 16, 2019.